Bid Coordinator at Climatize

Bid Coordinator at Climatize Jobs in Dubai, UAE

Key Accountabilities

Bid Management

• Collaborate with the Bid Manager to create, manage, and deliver competitive proposals for sustainability-related projects.

• Analyze Requests for Proposals (RFPs) to identify key requirements, compliance needs, and deliverables.

• Develop proposal templates and ensure all submissions are formatted according to client and Climatize standards.

• Coordinate inputs from internal teams, subconsultants, and external partners to meet proposal deadlines.

• Track proposal progress, ensuring all documents and responses are submitted on time and to a high standard.

Prequalification and Documentation

• Prepare and update prequalification submissions, ensuring all company profiles, certifications, and relevant documents are current.

• Maintain and organize Non-Disclosure Agreements (NDAs) for project engagements.

• Regularly update and enhance project sheets, case studies, and reference materials to showcase the company’s expertise in sustainability.

• Ensure all project sheets include accurate data on sustainability metrics, gross floor area (GFA), and design timelines.

Pipeline Management and Opportunity Tracking

• Log and track bid opportunities in the project pipeline, ensuring timely follow-up on submissions and deadlines.

• Provide regular updates to the Bid Manager on the status of opportunities and assist in prioritizing bids.

Coordination and Communication

• Act as the central point of communication for bid-related activities, ensuring alignment between technical, legal, and finance teams.

• Schedule and manage bid-related meetings, preparing agendas, taking minutes, and following up on action items.

• Facilitate clear communication with external partners and clients to gather required documents or clarify requirements.

Quality Control and Submission

• Proofread, format, and edit bid documents to ensure accuracy, professionalism, and compliance with RFP requirements.

• Check for consistency in language, tone, and branding across all proposals and marketing materials.

• Conduct pre-submission reviews to ensure proposals meet internal standards and client expectations.

Reporting and Post-Submission Activities

• Track outcomes of submitted bids, recording wins, losses, and feedback for continuous improvement.

• Assist in preparing post-submission reports, highlighting lessons learned and areas for improvement.

• Support the Bid Manager in creating bid performance dashboards and maintaining records of all submitted proposals.

Administrative and Strategic Support

• Maintain a central repository of bid templates, past proposals, and reference materials for easy access and reuse.

• Support the Bid Manager with market research, competitor analysis, and strategy development.

• Assist in drafting job descriptions and coordinating interviews for bid-related roles.

Specific Requirements

Experience

• 3+ years of experience in bid coordination, proposal management, or a similar role.

• Experience managing bids for large-scale projects in the GCC is an advantage.

• Familiarity with sustainability-focused RFPs and tender processes is highly desirable.

Technical Skills

• Proficiency in MS Office Suite (Word, Excel, PowerPoint) and Adobe Acrobat.

• Experience with project pipeline management tools or CRM systems is a plus.

Key Competencies

• Strong organizational and time management skills.

• Excellent communication and interpersonal abilities.

• High attention to detail and ability to meet tight deadlines.

• Collaborative mindset with a proactive approach to problem-solving.