Pitch Coordinator

Cliffe Dekker Hofmeyr Inc; Sandton; On-site; ZAR 30 000 - 60 000; Full time

Job summary

An exciting opportunity awaits in a vibrant Pitch Department, where you will play a crucial role as a Pitch Coordinator. This position involves coordinating the end-to-end process of bid compilation, ensuring that all submissions are meticulously prepared and professionally presented. You will collaborate with diverse teams, manage multiple priorities, and contribute to strategic proposals that drive business development initiatives. If you are an organized professional with strong communication skills and thrive in a high-pressure environment, this role offers a chance to make a significant impact in a dynamic setting.

Qualifications

• 5 years' experience in Marketing/Business Development, particularly in pitching.
• APMP membership is an advantage.

Responsibilities

• Coordinate bid submissions and manage documentation for proposals.
• Maintain project timelines and ensure compliance with tender requirements.

Skills

Attention to detail

Strong prioritising and organising skills

Excellent verbal and written communication skills

Strong interpersonal skills

Critical and analytical thinking

Time management

Education

Degree, Diploma or Certificate in Law

Tools

MS Word

MS Excel

MS Outlook

MS PowerPoint

Adobe Pro

Job description

An exciting opportunity has become available in our Pitch Department in the Johannesburg office for a Pitch Coordinator. The successful applicant will be responsible for coordinating the efficient end-to-end process of bid compilation, reviews, and the preparation of associated bid documentation. This role includes maintaining company data, professional profiles, and client references across practice areas, and supporting the development of strategic proposals and business development initiatives.

We are looking for an organised and collaborative professional with strong communication skills and the ability to manage multiple priorities in a high-pressure environment. The ideal candidate is a self-starter who works well independently, yet contributes meaningfully to team success.

DUTIES & RESPONSIBILITIES

Bid and Proposal Coordination

• Provide comprehensive support on supplier registrations, tender documents, RFQs, RFPs, and expressions of interest.
• Coordinate the preparation of bid submissions across diverse client types (e.g. government entities, development banks, and multilateral organisations).
• Coordinate with the administrators to arrange the approval and signature of forms by authorised signatories.
• Source and manage relevant company documentation for bid compliance.
• Compile and format project references, CVs, and supplier-specific forms tailored to submission requirements.
• Ensure bid and proposal Word documentation is formatted, collated, and presented in a professional manner.
• Assist with the production of final bid documents and arrange timely delivery to clients in line with tender requirements.
• Plan and manage the pursuit and proposal document development process, coordinating contributors, timelines, and deliverables.
• Create and maintain project timelines (e.g., Compulsory Briefing Sessions, Gate Reviews, Bid Submission Reviews), and ensure agendas, attendance lists, and action trackers are kept up to date. Conduct opportunity searches on various tender platforms, such as the government eTenders portal.

Knowledge & Bid Library Management

• Share knowledge and contribute to the Pitch Team Bid Library of Information.
• Maintain the status of generic proposals and work with Pitch Specialists to ensure content is regularly reviewed, updated, and reapproved.
• Data entry on various SharePoint databases (bid library).
• Update file structures on SharePoint and Repstor, ensuring documents are saved appropriately and remain accessible.
• Liaise with the Pitch Administrator responsible for safe-keeping of classified documents, adhering to MoD procedures and regulations.
• Monitor bid/quotation progress and provide weekly status or exception reports as required.
• Work virtually and face-to-face with a variety of teams (from operations to fee earners) to plan, coordinate, and support the delivery of compelling, client-focused proposal documents.
• Involved end-to-end in the winning work cycle: from pre-pursuit (client engagement), document production (pitches, proposals, capability statements, presentations), to delivery and post-proposal debriefs.
• Utilise word processing, data processing, and industry-specific software programs to edit and finalise proposals.
• Collaborate with and brief external design teams to ensure proposal strategies are reflected in design and layout.
• Contribute to the development of commercial offers.
• Ensure opportunities are regularly captured in the 'Pitches in Progress' database on SharePoint to support accurate tracking and statistical analysis
• Provide advice and assist in relationship management with consultants and external organisations.
• Gather market and project-related intelligence to support proactive bid planning.

Support to Specialists on Strategic and Special Projects

• Provide ad hoc coordination and research support to Pitch Specialists on special projects such as matter updates, CV updates, SLA updates, client initiatives, and strategic pursuits.
• Support the implementation of pitch-related innovation initiatives (e.g., QorusDocs, proposal automation tools).
• Help coordinate internal stakeholder engagement and collaboration across business development, legal, compliance, and finance functions for complex or high-value pursuits.
• Contribute to proposal quality improvement initiatives by sharing insights, content enhancements, and formatting best practices.

General Administration & Support

• Ensure all documentation is managed according to confidentiality protocols and document retention policies.
• Liaise with Pitch Administrators to ensure compliance with data security procedures.
• Provide cover for other Pitch Administrator duties as required. Undertaking other administrative tasks as and when required.

QUALIFICATIONS & EXPERIENCE:

• APMP membership will be considered an advantage.
• 5 years' experience in Marketing/Business Development (in particular pitching).
• Degree, Diploma or Certificate in Law.
• Computer literate and proficient in the use of MS software particularly Word, Excel, Outlook, PowerPoint as well as Adobe Pro.
• Previous experience of providing administrative support, ideally in a sales and marketing or commercial environment (bonus if in legal environment).

SKILLS & COMPETENCIES:

• Attention to detail
• Strong prioritising and organising skills
• Excellent telephone manner
• Excellent verbal and written communication skills
• Strong interpersonal skills
• Structured delivery approach
• Ability to exercise discretion and maintain confidentiality
• Ability to follow complex instructions and guidelines as appropriate in the performance of support activities
• Tenacity and high stress tolerance (ability to work under pressure and to tight deadlines)
• Integrity: honest and strong ethics
• Dependable
• Adaptable and flexible
• Time management
• Social awareness
• Critical and analytical thinking, problem solving
• Team player and takes the initiative