Bid Coordinator
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Key skills for this role
About the Role
MPH seeks a Bid Coordinator to provide administrative support for railway tendering processes. The role involves managing tender documentation, coordinating internal contributions, and ensuring compliance.
Key Skills for This Role
Responsibilities
- Download, register, and distribute tender documents to relevant stakeholders through Document Management System
- Maintain a tender tracking log and monitor key submission dates
- Establish and maintain bid folders and document repositories on SharePoint
- Ensure proper document version control throughout the tender process
- Collect and compile documents from technical, commercial, legal, procurement, and finance teams
- Organize bid kick off meetings, weekly meetings, and review meetings; prepare agendas and minutes
- Follow up with contributors to ensure deadlines are met
- Prepare and maintain submission checklists and verify compliance
Requirements
- Diploma or Bachelor's Degree in Business Administration, Office Management, Project Administration, or related field
- 2–5 years of experience in bid administration, document control, tender coordination, or project administration
- Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and SharePoint
- Highly organized with strong attention to detail
- Fluent in English; French speaker is a plus
Full Job Posting
JOB PURPOSE
- The Bid Coordinator provides administrative and coordination support throughout the railway tendering process.
- Responsible for managing tender documentation, maintaining bid records, coordinating internal contributions, organizing meetings, tracking deadlines, and ensuring all submission requirements are completed accurately and on time.
- 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) and keep the bid team informed of any update.
- 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 meeting and review meetings.
- Prepare meeting agendas, minutes, and action trackers.
- Follow up with contributors to ensure deadlines are met.
- Liaise with internal providers and external providers to obtain timesheets, administrative documentation, NDAs, agreements and process invoicing and payment in coordination with Finance team.
- Prepare and maintain submission checklists.
PROFILE
- Diploma or Bachelor's Degree in Business Administration, Office Management, Project Administration, or a related field.
- 2–5 years of experience in bid administration, document control, tender coordination, or project administration.
KEY EXPECTED SKILLS
- Highly organized: efficiently manages time based on continual evaluation of priorities, meets deadlines.
- Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook). Sharepoint experience is a must have.
- Highly focused with a strong attention to detail.
- Team leadership and team player.
- Must be capable of building strong relationships.
- Capacity to cross cultural adaptation.
- Ability to work in project environment.
- Resilience: ability to manage stressful situations.
- Fluent in English/French speaker is a plus.
- 5 Months contract duration can be extendable based on performance/project requirement.
- Joining date: starting from end of July 2025.
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