Bid & Project Coordinator
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Key skills for this role
About the Role
White Space Recruitment is hiring a Bid & Project Coordinator for a luxury architectural consultancy in Dubai. The role supports project delivery and bid management, coordinating stakeholders, managing documentation, and delivering high-quality submissions.
Key Skills for This Role
Responsibilities
- Support Project Managers with day to day coordination of projects
- Track project schedules, milestones, and deliverables
- Coordinate meetings and record actions and minutes
- Monitor project progress and follow up on outstanding tasks
- Manage project documentation, reports, and correspondence
- Liaise with clients, consultants, contractors, and internal teams
- Assist with resource planning and project administration
- Maintain project management systems (e.g. Deltek Vantagepoint, Primavera P6, Microsoft Project, Smartsheet)
- Support financial tracking, invoicing, and project reporting
- Ensure project documentation complies with company and client requirements
- Coordinate end to end bid and proposal submissions
- Review RFPs, RFQs, EOIs, and tender documents
Requirements
- Minimum 3 years' experience in Bid Coordination and Project Coordination within architecture, engineering, construction, or consultancy sector
- Strong document control and version management experience
- Excellent written and verbal communication skills
- Advanced proficiency in Microsoft Word, Excel, and PowerPoint
- Proven ability to coordinate multiple stakeholders and manage competing deadlines
- Highly organised, detail oriented, and able to perform effectively in a deadline driven environment
Full Job Posting
Role Overview
- We are seeking a highly organised person that can take on the role of both Bid & Project Coordinator to support both project delivery and bid management functions.
- This role requires someone who can coordinate multiple stakeholders, manage project documentation, and deliver high quality bid submissions while ensuring deadlines are consistently met.
- This is role working with a luxury architectural consultancy who is currently working with leading developers and branded companies.
- Salary 15k 20k DOE
Key Responsibilities Project Coordinator
- Supporting Project Managers with the day to day coordination of projects.
- Tracking project schedules, milestones, and deliverables.
- Coordinating meetings and recording actions and minutes.
- Monitoring project progress and following up on outstanding tasks.
- Managing project documentation, reports, and correspondence.
- Liaising with clients, consultants, contractors, and internal teams.
- Assisting with resource planning and project administration.
- Maintaining project management systems (e.g. Deltek Vantagepoint, Primavera P6, Microsoft Project, Smartsheet)
- Supporting financial tracking, invoicing, and project reporting.
- Ensuring project documentation complies with company and client requirements.
Key Responsibilities Bid Coordinator
- Coordinating end to end bid and proposal submissions.
- Reviewing RFPs, RFQs, EOIs, and tender documents.
- Managing bid programmes and ensuring all deadlines are met.
- Liaising with technical, commercial, and leadership teams to gather information and content.
- Preparing, formatting, and quality checking submission documents.
- Maintaining bid libraries, case studies, CVs, and company credentials.
- Tracking opportunities through CRM and bid management systems.
- Ensuring submissions comply with client requirements and company standards.
- Supporting post submission activities, including presentations and clarifications.
Candidate Requirements Essential
- Minimum 3 years' experience in Bid Coordination and Project Coordination within the architecture, engineering, construction, or consultancy sector.
- Strong document control and version management experience.
- Excellent written and verbal communication skills with the ability to produce professional documentation.
- Advanced proficiency in Microsoft Word, Excel, and PowerPoint.
- Proven ability to coordinate multiple stakeholders and manage competing deadlines.
- Highly organised, detail oriented, and able to perform effectively in a deadline driven environment.
Candidate Requirements Desirable
- Experience using EDMS platforms such as Aconex, SharePoint, or Viewpoint.
- Knowledge of RFP and tender submission processes.
- Understanding of construction, engineering, or architectural project lifecycles.
- Experience supporting business development activities and CRM systems.
- Adobe InDesign or Creative Suite experience for proposal production.
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