Bid Coordinator

Teraco; Gauteng; On-site; ZAR 400,000 - 600,000; Full time

Job summary

A leading technology solutions provider in Gauteng is seeking a Tender and Bid Coordinator to oversee the bid response process. The role involves analyzing client requirements, coordinating with stakeholders, and ensuring high-quality submissions on time. Ideal candidates will have strong attention to detail, excellent communication skills, and experience in managing the bid process. This position involves a highly networked environment and requires the ability to work under pressure.

Qualifications

• Experience in managing the bid process from start to finish.
• Excellent written and verbal communication skills.
• Ability to liaise with multiple stakeholders at various levels.

Responsibilities

• Introduce and implement bid procedures and processes.
• Compile and submit winning bids.
• Engage with external stakeholders and internal teams.
• Ensure compliant and timely bid submissions.

Skills

Attention to detail

People management

Commercial skills

Analytical skills

Ability to work under pressure

Job description

Purpose of the Role

The Tender and Bid Coordinator will have an eye for detail, ensuring accurate administration and analysis of client’s requirements. You will be responsible for introducing and coordinating the bid response process, developing and maintaining a knowledge base of ‘standard’ answers and templates, as well as identifying ways to improve the quality, consistency and efficiency of the bid response process. To do this effectively you will need to liaise with other teams and senior stake holders to ensure submissions are made on time and to the required quality.

The Tender and Bid Coordinator will compile and prepare and submit a winning bid, whilst taking ownership of the end-to-end bid process. The Tender and Bid Coordinator is significantly involved pre-RFP, driving the Client Awareness Phase and ensuring all resources are aligned to the client’s requirements long before the Bid Phase gets underway. After bid submission, the Tender and Bid Coordinator remains involved through the presentation and negotiation stages, ensuring all lessons learned are fed back and implemented.

Responsibilities include the introduction and implementation of all necessary bid procedures, governance, and processes. This is a highly networked role that requires an ability to work under pressure and to challenging deadlines. It requires strong people management and commercial skills.

Objectives

Main Functions of the Job

• Analyse and complete RFQ’s, RFP’s, tenders, and technical survey’s.
• Assist Bid Manager with technical responses as and when required on behalf of the Sales department or clients themselves
• Engaging with various external stakeholders, other departments, and levels of management
• Liaises with the departments on an ongoing basis with respect to Tender requirements and Tender status
• Maintaining bid database and bid information for easy use by internal staff
• Formatting and compiling of bid submission documents
• Administer and maintain the pipeline on Ozone CRM system
• Assist Bid Manager in obtaining relevant information for client responses and projects
• Maintain technical database of facilities / responses
• Account Management functions as and when required
• Form part of the bid teams and inputs from key stakeholders, typically engaging with sales, marketing, product teams, finance, commercial, legal and project management / delivery.
• Prepare and review the commercial aspects of the bid, ensuring all products / services are included in the final price to the customer.
• Contributing to the written proposal - both in terms of content and presentation (such as providing guidance around the executive summary).
• Ensure timescales are achieved at each step of the bid process, including all internal governance, while taking the initiative in setting realistic deadlines.
• Ensure on-time submission of compliant and commercially sound bids.
• Co-ordinate and plan all client presentations required as part of the bid submission.
• Drive continuous improvement, through post-bid reviews, both internally and with customers.