Bids Coordinator

Ontec; Cape Town; On-site; ZAR 223,200 - 334,800; Full time

Job summary

A dynamic project management firm in Cape Town is seeking a Bid Coordinator to support the Bids Manager in managing bids and proposals. This role requires excellent organizational skills and experience in the bids environment, ideally within local government. The candidate should have a proactive attitude, strong attention to detail, and the ability to work under pressure while meeting tight deadlines. This position offers a supportive team environment and opportunities for personal and professional growth.

Qualifications

• Experience in managing multiple projects with time-critical deadlines.
• Ability to engage and influence teams at all levels.
• Bid experience within energy, water, or professional services is preferable.

Responsibilities

• Coordinate, prepare, and manage bids and proposals.
• Support bid team, ensuring quality and adherence to deadlines.
• Contribute to written proposals with attention to best practices.

Skills

Experience in working within bids or proposals

Excellent English both written and spoken

Strong organizational, planning and communication skills

Proactive approach and willingness to learn

Attention to detail

Education

1 – 3 years’ successful experience in a bid’s environment

Tools

Microsoft Office (Word, Excel, PowerPoint, Project, Visio)

Job description

Cape Town, South Africa | Posted on 24/01/2025

Ontec has a diverse team made up of innovative and competent individuals. The company not only drives performance for employees to excel on a professional and personal level but rewards this performance. People here are satisfied, challenged and happy, which makes it a perfect working environment.

Job Description

We are seeking a dynamic, enthusiastic, and driven individual to join our team to support the Bids Manager in implementing a Winning Strategy by coordinating, preparing and managing bids and proposals, and ensuring that best practice standards are applied. To support the Bids Manager in daily bid management activities, to work as part of the team and to promote a healthy and positive working environment. To liaise with technical leads and Managers and maintain positive relationships, to ensure success.

Project coordination of Bid Proposals

• Support bid team on bids including setting up pre- and post-bid submission analysis, status communication and upkeep of the CRM.
• Managing, reviewing and updating bid library content, liaising with the Solutions Team and Product Specialists to create and update Bid Solutions and Compliance Documents.
• Coordinate the updating and Maintenance of CVs and Qualifications via the HR team.
• Ensuring quality of bid responses always achieves top scoring and target win rate.
• Take ownership in the planning and coordination of bid responses to ensure these are delivered within submission timescales.
• Consolidate content from contributors into the required format and flag gaps to Bids Manager.
• Reading and understanding client bid documentation, deadlines and submission requirements.
• Contribute to the written proposal – both in terms of content and presentation.
• Ensure best practice and adherence to existing bid procedures, governance and processes.
• Perform and coordinate market research.

Editing, reviewing & writing

• Supporting the Bids Team with writing and review of proposals / assisting with conducting Reviews and holding brainstorm meetings when required.
• Ensure that the branding of bids is compliant to the required Brand Guidelines of the company.
• Ensuring company CVs are up to date and reviewed.

Bid Library and Model Responses

• Working closely with the solutions team, develop and maintain the knowledge library.
• Assist in planning the monthly reporting cycle.
• Leading on assigned topics and liaising with internal subject matter experts for input / updates and added value.
• Ensure the Standard Company Information and Compliance Documentation is up to date.
• Ensure timely and accurate communication with all external bodies involved in the production of a proposal.
• Ensure timely and accurate communication within the company of information relating to production and delivery of bid proposals.
• Promptly report to and liaise with the Bids Management.
• Support other members of the Bid and Sales Teams and promote a positive team working environment.
• Any other ad-hoc duties to support Bids Management as required.

Requirements

Personal Requirements

• Experience in working within bids or proposals, ideally within a Local Government industry.
• A proactive approach and be willing to learn.
• Results driven and strive for best quality work.
• Excellent attention to detail, be able to work to multiple deadlines and be able to lead and support others in making sure those deadlines are followed.
• Ability to engage and influence teams at all levels
• Able to work under pressure and against tight deadlines
• Proactive, positive attitude and willingness to learn is a must
• Strong organizational, planning and communication skills

Skills and Education

• 1 – 3 years’ successful experience in a bid’s environment
• Excellent English both written and spoken
• Bid Experience within energy / water / professional services is preferable
• Knowledge and understanding of the Public Sector bidding
• Proven track record of managing multiple projects with time-critical deadlines
• Excellent knowledge of Microsoft Office (Word; Excel; PowerPoint, Project, Visio )
• Excellent written and numerical skills
• Working with public sector organizations