Senior Bid Coordinator

International SOS group; Johannesburg; On-site; ZAR 800,000 - 1,200,000; Full time

Job summary

International SOS group is seeking a Senior Bid Coordinator to lead end-to-end tender and proposal activities across the MEA region. You will coordinate timelines, gather inputs from multiple stakeholders, and ensure compliant, on-time submissions.

With 5–7 years in bid coordination, you will maintain bid libraries and templates, drive quality, and support governance. The role requires strong communication and organization within a fast-paced environment.

Qualifications

• Bachelor's Degree in Business Administration, Marketing, Communications, or a related field, or equivalent experience.
• APMP Foundation Certification is advantageous but not essential

Responsibilities

• Support the end-to-end coordination of tender and proposal activities across the MEA region.
• Assist the Bid Manager with bid qualification processes and opportunity assessments.
• Coordinate timelines, deliverables, and stakeholder inputs to ensure timely submissions.
• Monitor multiple concurrent bid opportunities and maintain submission schedules.
• Compile, format, update, and maintain bid documentation and proposal content.
• Ensure consistency, accuracy, compliance, and alignment with company standards.
• Prepare professional, brand-compliant proposal templates and presentation materials.
• Coordinate proposal reviews, approvals, version control, and final submissions.
• Collaborate with Business Development, Marketing, Finance, Medical Services, Account Management, and operational teams.
• Build strong working relationships with both internal and external stakeholders.
• Ensure adherence to tender requirements, governance standards, and company policies.
• Coordinate clarification requests and maintain accurate submission records.
• Identify potential risks, challenges, or competing priorities and escalation appropriately.
• Contribute to the enhancement of bid management processes and best practices.
• Support knowledge sharing and continuous improvement initiatives within the bid function.

Skills

Attention to detail

Organizational skills

Communication skills

Stakeholder management

Education

Bachelor's Degree in Business Administration, Marketing, Communications, or related field

APMP Foundation Certification (advantageous)

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

About the Role

As the Senior Bid Coordinator, you will play a critical role in coordinating the preparation, administration, and submission of high-quality, compliant bids, tenders, proposals, RFIs, RFQs, and Expressions of Interest across the MEA region. Working closely with the Bid Manager and cross-functional stakeholders, you will help ensure that submissions are delivered on time, meet client requirements, and showcase the best of International SOS.

Key Responsibilities

• Support the end-to-end coordination of tender and proposal activities across the MEA region.
• Assist the Bid Manager with bid qualification processes and opportunity assessments.
• Coordinate timelines, deliverables, and stakeholder inputs to ensure timely submissions.
• Monitor multiple concurrent bid opportunities and maintain submission schedules.

Proposal Development & Submission

• Compile, format, update, and maintain bid documentation and proposal content.
• Ensure consistency, accuracy, compliance, and alignment with company standards.
• Prepare professional, brand-compliant proposal templates and presentation materials.
• Coordinate proposal reviews, approvals, version control, and final submissions.

Stakeholder Management

• Collaborate with Business Development, Marketing, Finance, Medical Services, Account Management, and operational teams.
• Build strong working relationships with both internal and external stakeholders.

Quality, Compliance & Governance

• Ensure adherence to tender requirements, governance standards, and company policies.
• Coordinate clarification requests and maintain accurate submission records.
• Identify potential risks, challenges, or competing priorities and escalation appropriately.
• Contribute to the enhancement of bid management processes and best practices.
• Support knowledge sharing and continuous improvement initiatives within the bid function.

Qualification and Experience Requirements

Qualifications

• Bachelor's Degree in Business Administration, Marketing, Communications, or a related field, or equivalent experience.
• APMP Foundation Certification is advantageous but not essential

Experience

• 5 to 7 years of experience in bid coordination, tender administration, proposal management, or bid support within a structured bid environment.
• Experience coordinating complex tender submissions involving multiple stakeholders.
• Strong understanding of bid management processes, tender requirements, compliance reviews, and submission procedures.
• Experience maintaining bid libraries, templates, content repositories, and submission records.

Technical Skills

• Advanced proficiency in Microsoft Word, Excel, and PowerPoint.
• Strong document management, quality assurance, and version control capabilities.
• Understanding of proposal presentation and graphic design principles is advantageous.
• Exceptionally organized and detail-oriented
• A confident communicator and relationship builder
• Customer-focused and solutions-driven
• Able to manage multiple priorities under pressure
• Resilient, adaptable, and proactive
• Collaborative and culturally agile
• Committed to continuous learning and professional development