Bid Coordinator

Overview

One Works is looking for a proactive and highly organised Bid Coordinator to join our team. Based in either our Milan or Rome office, the successful candidate will be responsible for managing the end-to-end bid process for a variety of project opportunities. You will be a central point of contact, coordinating with technical teams to gather information, writing and editing compelling content, and designing persuasive submission documents. You will work alongside our existing tender specialists and the marketing team to ensure all submissions are of the highest quality and effectively communicate the value of our design approach.

Roles and Responsibilities

• Experience in managing and monitoring electronic tender platforms and documentation compliance.
• 3+ years of managing the end-to-end bid process, from tracking new opportunities (PQQs, ITTs, RFPs) to final submission.
• Coordinate and manage timelines, ensuring all deadlines are met.
• Develop compelling and customised bid narratives that respond directly to client requirements.
• Write, edit, and proofread all bid documentation to ensure clarity, accuracy, and brand consistency.
• Design and format high-quality bid documents, ideally using Adobe InDesign.
• Coordinate with technical and non-technical staff to collate all necessary information for submissions, including project sheets, CVs, and technical responses.
• Ensure all submissions are compliant, well-presented, and submitted on time.
• Maintain and update a central library of bid information and marketing collateral.
• Support the preparation of presentations for interviews and client meetings.
• Track bid outcomes and contribute to lessons-learned sessions to continuously improve our bidding process.

Qualifications

• Exceptional organisational skills with a proven ability to manage multiple, overlapping deadlines.
• Meticulous attention to detail in both written and visual content.
• Excellent verbal and written communication skills in English.
• Strong interpersonal skills, with the ability to work effectively with diverse teams and senior leadership.
• A proactive, collaborative, and hands-on approach.
• Resilience and confidence to work effectively under pressure.

Must-Haves

• Proven experience in a bid / proposal coordination role, preferably within the architecture, engineering, or construction (AEC) industry.
• Proficiency inAdobe InDesign and the Microsoft Office Suite (Word, PowerPoint, Excel).
• A strong interest in and knowledge of the architectural and design sector.

Beneficial

• Italian-English bilingual – professional fluency in both written and verbal communication.
• Experience with both public and private sector procurement processes.
• Broader graphic design skills and knowledge of other Adobe Creative Cloud programs (e.g., Photoshop, Illustrator).
• Experience using a CRM system.

Seniority level

• Mid-Senior level

Employment type

• Full-time

Job function

• Management

Industries

• Architecture and Planning