Bid Coordinator

Agile Consultants; Abu Dhabi; On-site; AED 60,000 - 120,000; Full time

Job summary

A leading interior design firm in the UAE is looking for a detail-oriented Bid Coordinator. This role involves managing the bidding process, ensuring high-quality proposals are submitted on time, and coordinating between design and commercial teams. The ideal candidate has at least 3 years of experience in the design or construction industry, strong organizational skills, and proficiency in project management tools. This position aims to optimize workflows and ensure precise documentation.

Qualifications

• 3+ years of experience in operational support within the interior design, architecture, or construction industry.
• Strong understanding of project management workflows and design project lifecycles.
• Excellent collaboration skills across different departments.

Responsibilities

• Coordinate and manage all tender submissions, ensuring compliance with client requirements.
• Work closely with the Operations Manager to track project progress.
• Maintain and monitor invoicing and legal documentation.
• Serve as a central point of contact for project updates.
• Assist in maintaining operational workflows to enhance efficiency.
• Prepare reports on bid status and project timelines.
• Review outgoing bid documents for consistency and professional formatting.

Skills

3+ years of experience as a Bid Coordinator

Strong understanding of design industry practices

Proficiency in project management tools

Excellent organizational skills

Solid knowledge of tendering processes

Exceptional attention to detail

Problem Solving

Tools

Asana

Trello

MS Project

Microsoft Office Suite

Job description

Job Details

Job Code: 329/001/250

Industry: Interior Design / Architecture

Reporting to: Operations Manager

Job Brief:
We are seeking a detail-oriented and organized Bid Coordinator to support the operational and commercial functions of our interior design firm. This role focuses on the end-to-step management of the bidding process, ensuring all proposals are of the highest quality and submitted on time. Reporting directly to the Operations Manager, the Bid Coordinator will act as a vital link between the design, technical, and commercial teams to ensure smooth project onboarding and accurate documentation.

Job Responsibilities

• Tender Management: Coordinate and manage all tender submissions, ensuring full compliance with client requirements and strict adherence to deadlines.
• Operational Support: Work closely with the Operations Manager to track project progress, monitor staff workloads, and ensure work is distributed efficiently.
• Documentation & Contracts: Maintain and monitor invoicing, client contracts, and legal documentation, ensuring all records are accurate and up to date.
• Internal Coordination: Serve as a central point of contact for project updates, ensuring design and technical teams are aligned on deliverables.
• Process Optimization: Assist in implementing and maintaining operational workflows and systems to enhance company-wide efficiency.
• Reporting: Prepare regular reports on bid status, project timelines, and operational insights for the Operations Manager.
• Quality Control: Review all outgoing bid documents for consistency, professional formatting, and alignment with the brand standards.

Job Requirements

• 3+ years of experience as a Bid Coordinator, Project Coordinator, or in a similar operational support role within the interior design, architecture, or construction industry.
• Strong understanding of design industry practices, project management workflows, and the lifecycle of a design project.
• Proficiency in project management tools (e.g., Asana, Trello, MS Project) and advanced knowledge of the Microsoft Office Suite.
• Excellent organizational and communication skills, with the ability to collaborate effectively across different departments.
• Solid knowledge of tendering processes, contract management, and basic invoicing procedures.
• Exceptional attention to detail with the ability to manage multiple bids and administrative tasks simultaneously under pressure.
• Problem Solving: A proactive approach to identifying bottlenecks in the bidding process and suggesting improvements.