Bid Coordinator

Overview

• Graphic Design & Document Production

• Design professional proposal layouts, covers, templates, infographics, charts, and icons.
• Convert technical information into clear, visually engaging graphics / infographics (process maps, tables, org charts, timelines).
• Ensure brand consistency across all proposals (fonts, colors, themes, templates).
• Prepare high-quality PDFs, print-ready versions, and upload compliant digital submissions.
• Prepare presentations, brochures, and digital collateral when required.

• Proposal Coordination & Administration

• Coordinate end-to-end bidding activities for PQQs, RFIs, RFQs, and RFPs.
• Develop and manage submission schedules, ensuring contributors meet deadlines.
• Maintain the proposal tracker, action logs, and responsibility matrices.
• Support bid compliance by checking documents against client instructions, templates, and requirements.
• Compile content inputs from technical teams, CVs, case studies, and corporate materials.
• Prepare drafts, sections structure, and format all proposal elements for final review.

• Client Registration & Vendor Management

• Coordinate and complete vendor registration processes with government, semi-government, and private clients.
• Maintain up-to-date registration profiles on client platforms.
• Ensure all required documents (licenses, certificates, financial statements, compliance forms) are current and uploaded.
• Track the status of approvals and registration renewals.

• Quality & Compliance

• Check documents for formatting, coherence, and adherence to brand guidelines.
• Ensure compliance with client templates, page limits, and mandatory submission requirements.
• Conduct quality checks (layout, graphics, numbering, TOC, cross-references).
• Support reviews with structured edits and presentation refinements.

• Knowledge Management & Content Organization

• Maintain the proposal content library.
• Keep updated templates, corporate information, and branding assets.
• Capture lessons learned and implement improvements in future submissions.
• Assist in creating repeatable templates for common proposal sections.
• Cross-Functional Coordination
• Collaborate with BD, technical and commercial teams for input gathering.
• Communicate requirements and deadlines clearly to all stakeholders.
• Support clarifications, addenda responses, and submission logistics.
• Participate in kickoff meetings, progress meetings, and review sessions.

Qualifications

• Bachelor’s degree in Graphic Design, Visual Communication, Marketing, Business Administration, Architecture, Engineering, or a related discipline.
• A combination of relevant education and practical proposal/bid production experience may be considered in lieu of a specific degree.
• 3–5 years of experience in a Bid Coordination, Proposal Production and Management and Graphic Design roles within the AEC Industry , PMCM or engineering consultancy services.
• Prior work experience with reputed PMC and engineering companies.
• Experience in Saudi Arabia or the GCC.
• Proven track record of producing high-quality, visually compelling proposals and presentations under tight deadlines.
• Experience in vendor registration and bidding processes via KSA government / PIF procurement platforms (Ariba, Etimad, Oracle, etc.)
• Able to coordinate and collaborate with multidisciplinary and cross-functional teams.
• Proficient in MS office Suite (Word, PowerPoint and Excel) and Adobe Creative Suite (InDesign, Acrobat Pro and Photoshop).
• Strong time management and prioritization skills: Able to plan, produce and manage multiple submissions or tasks concurrently within tight deadlines.
• Strong organization and document management skills.
• High attention to detail.
• Strong writing and editing skills. Fluency in Arabic and English is a must.
• Strong communication and presentation skills.
• Innate orientation for creativity, design, storytelling, storyboarding and marketing.