Bid Support and Proposal Coordinator

MBRYONICS; Galway; On-site; EUR 40,000 - 55,000; Full time

Job summary

A leading technology firm in County Galway is seeking a Bid Support and Proposal Coordinator to manage bid activities, ensuring compliance and quality in proposals. Candidates should have relevant experience and skills in document management and communication, with a generous benefits package and opportunities for career growth.

Benefits

Career growth opportunities

Flexible work schedules

Comprehensive benefits package

Qualifications

• Minimum 2-3 years of experience in a Bid Support, Proposal Coordination, or administrative role.
• Experience in the Aerospace and Manufacturing sectors is preferable.
• Ability to work independently and exercise sound judgment under tight deadlines.

Responsibilities

• Support the maintenance of the centralised bid calendar.
• Control the versioning and integrity of bid documentation.
• Perform compliance checks against the SCoT checklist.

Skills

Organisational skills

Time management

Document management

Compliance checking

Verbal communication

Written communication

Education

Bachelor’s degree in Business Administration, Communications, Marketing, or a related field

Tools

Google Docs

Microsoft Office Suite

Job description

MBRYONICS is at the forefront of free space optical communications. Our product portfolio covers a wide range of emerging technologies from photonic integrated circuits to advanced optical systems and embedded software solutions. Our optical communications systems are integrated and deployed in satellite communications systems. The work is exciting and challenging and is at the forefront of the technology domains. As part of our expansion, we are currently looking for a suitably motivated Bid Support and Proposal Coordinator to join our group.

The Bid Support and Proposal Coordinator supports the organisation in the successful creation and submission of high-quality, compliant proposals, tenders, and bid documents. This role acts as the central coordinator for bid activities, ensuring that all internal and external deadlines are met, documentation is accurate, and final submissions adhere strictly to client requirements and timelines.

What you'll do

• Bid Coordination and Scheduling:
• Support the maintenance of the centralised bid calendar and tracking system, proactively communicating deadlines and milestones to all internal stakeholders
• Support the scheduling and coordination of key proposal meetings, including kick-offs, strategy sessions, review cycles, and sign-offs.
• Manage the logistics for submission processes, ensuring timely delivery.
• Document and Content Management:
• Control the versioning and integrity of all bid documentation, ensuring the latest approved content is used.
• Support the creation and maintenance of the Proposal Content Library/Boilerplates, organising reusable standard content (e.g., company profiles, resumes, business cases, market information)
• Assist the Bid Manager in structuring the proposal document shell based on client requirements.
• Compliance and Quality Assurance:
• Perform compliance checks against the Special Condition of Tender (SCoT) checklist before submission
• Standardise formatting, branding, and layout across all contributing sections to ensure a professional and unified document presentation
• Conduct final proofreading, grammar checks, references checks, captions, and quality review before the final sign-off.
• Administrative and Reporting Support:
• Interface with the Legal Team to compile and manage Non-Disclosure Agreements (NDAs), signatures and other administrative paperwork required for the bid process
• Support the maintenance of the bids and opportunities log, generate status reports on active bids, submission success rates, and content usage for management review
• Track and archive submitted proposals and supporting documentation for future reference and audit.

Who you are

• Bachelor’s degree in Business Administration, Communications, Marketing, or a related field, or equivalent practical experience
• Minimum of 2-3 years of experience in a Bid Support, Proposal Coordination, or administrative role, preferably within a fast-paced environment
• Exceptional organisational and time management skills, with a proven ability to manage multiple complex documents and deadlines simultaneously
• Meticulous approach to quality control, compliance checking, and proofreading
• Advanced skills in Google Docs and Microsoft Office Suite (Word, Excel, PowerPoint) for complex document formatting
• Strong written and verbal communication skills, necessary for coordinating diverse technical and non-technical teams.
• Ability to work independently and exercise sound judgment under tight deadlines
• Experience in the Aerospace and Manufacturing sectors is preferable.

What's in it for you

Career Growth: Contribute to a world‑class space‑age communication program while developing your leadership skills in a state‑of‑the‑art manufacturing environment

Collaboration: Work with talented professionals across disciplines to drive impactful solutions

Innovation: Be part of a team pioneering advancements in manufacturing engineering for cutting‑edge FSO systems

Work‑Life Balance: Enjoy flexible work schedules and a comprehensive benefits package

If you're ready to take your career to new heights and drive the future of space‑age communication, apply now and join the MBRYONICS team as our Bid Support and Proposal Coordinator.

Diversity, Inclusion and Equal Opportunities

Core ethical values, diversity and inclusion are invaluable to MBRYONICS’ business success. We recognise that the broad perspectives that result from recruiting, developing and retaining a globally diverse workforce promotes innovation and helps us succeed as a business enterprise. It is the policy and practice of the Company to provide equal opportunities to all employees and applicants. The Company will not tolerate discrimination on the basis of gender, race, religion, sexual orientation, gender identity, civil status, family status, disability, age, or membership of the Traveller community.