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