Bid Admin

Role Overview
The Sales Support & Bid Coordinator plays a pivotal part in the success of our Business Development activities. As part of our team in United Arab Emirates, you'll work in an ONSITE environment, serving as the central coordination point between Sales, Engineering, Procurement, Finance, and Operations. You will be responsible for the preparation and management of commercial proposals, tenders, prequalification submissions, and client documentation, ensuring all deliverables are professionally completed within tight deadlines. Your proactive approach and exceptional attention to detail will directly contribute to business growth and successful project acquisitions.

 

Responsibilities

• Monitor and identify new business opportunities through tender portals and client procurement platforms.
• Review tender documents, summarize submission requirements, and coordinate the preparation and on-time submission of technical and commercial bids.
• Prepare accurate and compliant tender documentation based on client requirements.
• Maintain and track tender schedules, clarifications, and submission deadlines.
• Ensure comprehensive documentation of all bid submissions and outcomes in organized databases.
• Coordinate the preparation of commercial proposals, quotations, capability statements, and presentations, adhering to company branding and quality standards.
• Manage formatting, proofreading, and packaging of final submission materials.
• Prepare quotations, purchase requests, and other commercial documentation in support of the sales process.
• Aid in contract preparation and follow-through after project awards.
• Support the maintenance and updating of customer records, contracts, and files, including registration processes.
• Regularly update CRM systems with current opportunities and sales activities; prepare weekly/monthly pipeline reports.
• Provide customer support as the primary administrative contact, coordinate meetings, and onboard new customers.
• Manage company profiles, brochures, certifications, and ensure commercial documentation is current and compliant.
• Coordinate with internal departments (Engineering, Procurement, Finance, Operations) for input and seamless project handover.
• Drive continuous improvement by enhancing proposal templates, maintaining a library of standard documentation, and promoting process efficiencies.

Must have requirements

• Bachelor's degree in Business Administration, Marketing, Engineering, or a related field.
• 3–5 years of experience in Sales Administration, Bid Coordination, Tender Management, Proposal Coordination, or Commercial Support.
• Proven track record of preparing commercial proposals and tender submissions, with strong document management skills.
• Experience handling both government and private sector tenders.
• Familiarity with tender portals, procurement processes, and CRM systems.
• Advanced skills in Microsoft Excel, Word, and PowerPoint.
• Exceptional organization and planning abilities with high attention to detail and accuracy.
• Ability to coordinate cross-functional inputs and manage multiple deadlines simultaneously.
• Excellent written and verbal communication, with a customer-focused and service-oriented mindset.
• Professional proficiency in English.

Nice to have requirements

• Experience in Construction, MEP, Data Centers, Critical Infrastructure, Engineering, Facilities Management, or Technology sectors.
• Experience with CRM tools such as Salesforce, HubSpot, Zoho, or Microsoft Dynamics.
• Knowledge of regional languages in addition to English.
• Previous involvement with document control systems and quality management processes.
• Keen understanding of bid compliance, version control, and proposal win strategies.

Perks and Benefits

• Opportunities for career growth within a diverse and collaborative team.
• Access to professional development and training programs.
• Exposure to high-profile and innovative projects across the region.
• Supportive work environment focused on learning, teamwork, and excellence.