Bid coordinator
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Key skills for this role
About the Role
The role involves managing tender documentation, coordinating contributions, ensuring compliance, and requires strong organizational skills and proficiency in Microsoft Office a.
Key Skills for This Role
Responsibilities
- Download, register, and distribute tender documents to relevant stakeholders
- Maintain tender tracking log and monitor key submission dates
- Organize bid kick off meetings, weekly meetings, and review meetings
- Prepare meeting agendas, minutes, and action trackers
- Ensure document version control and compliance with submission standards
Requirements
- Experience in bid coordination or tender administration
- Familiarity with document management systems
- Strong organizational and time management skills
- Ability to work in a team and coordinate with multiple departments
Full Job Posting
Role Overview
- The Bid Coordinator provides administrative and coordination support throughout the railway tendering process.
- The role acts as the administrative focal point for railway bids and proposals.
Key Responsibilities
- Download, register, and distribute tender documents to relevant stakeholders through Document Management System.
- Maintain a tender tracking log and monitor key submission dates.
- Maintain bid calendars and submission schedules.
- Establish and maintain bid folders and document repositories on Document Management System (SharePoint).
- Ensure proper document version control throughout the tender process.
- Collect and compile documents from technical, commercial, legal, procurement, and finance teams.
- Manage Tender Clarification Register.
- Organize bid kick off meetings, weekly meetings, and review meetings.
- Prepare meeting agendas, minutes, and action trackers.
- Follow up with contributors to ensure deadlines are met.
- Liaise with internal and external providers to obtain timesheets, administrative documentation, NDAs, agreements, and process invoicing.
- Prepare and maintain submission checklists and verify all required forms and documents are included.
Contract Duration
- 5 months contract, extendable based on performance/project requirement.
- Joining date: starting from end of July 2025.
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