Bid Coordinator

The Bid Coordinator supports the preparation, production, and submission of high-quality proposals, pre-qualifications, presentations by combining content coordination, document management, and creative design.

The role ensures all bids are compliant, visually compelling, and aligned with brand standards, while coordinating inputs across technical, commercial, and business development teams.

The bid coordinator also supports in client registrations and vendor accounts management.

Key Responsibilities:

· Graphic Design & Document Production

• Design professional proposal layouts, covers, templates, infographics, charts, and icons.
• Convert technical information into clear, visually engaging graphics / infographics (process maps, tables, org charts, timelines).
• Ensure brand consistency across all proposals (fonts, colors, themes, templates).
• Prepare high-quality PDFs, print-ready versions, and upload compliant digital submissions.
• Prepare presentations, brochures, and digital collateral when required.

· Proposal Coordination & Administration

• Coordinate end-to-end bidding activities for PQQs, RFIs, RFQs, and RFPs.
• Develop and manage submission schedules, ensuring contributors meet deadlines.
• Maintain the proposal tracker, action logs, and responsibility matrices.
• Support bid compliance by checking documents against client instructions, templates, and requirements.
• Compile content inputs from technical teams, CVs, case studies, and corporate materials.

• Prepare drafts, sections structure, and format all proposal elements for final review.

· Client Registration & Vendor Management

• Coordinate and complete vendor registration processes with government, semi-government, and private clients.
• Maintain up-to-date registration profiles on client platforms.
• Ensure all required documents (licenses, certificates, financial statements, compliance forms) are current and uploaded.
• Track the status of approvals and registration renewals.

· Quality & Compliance

• Check documents for formatting, coherence, and adherence to brand guidelines.
• Ensure compliance with client templates, page limits, and mandatory submission requirements.
• Conduct quality checks (layout, graphics, numbering, TOC, cross-references).

• Support reviews with structured edits and presentation refinements.

· Knowledge Management & Content Organization

• Maintain the proposal content library.
• Keep updated templates, corporate information, and branding assets.
• Capture lessons learned and implement improvements in future submissions.

• Assist in creating repeatable templates for common proposal sections.

· Cross-Functional Coordination

• Collaborate with BD, technical and commercial teams for input gathering.
• Communicate requirements and deadlines clearly to all stakeholders.
• Support clarifications, addenda responses, and submission logistics.

• Participate in kickoff meetings, progress meetings, and review sessions.

Qualifications:

· Bachelor’s degree in Graphic Design, Visual Communication, Marketing, Business Administration, Architecture, Engineering, or a related discipline.

· A combination of relevant education and practical proposal/bid production experience may be considered in lieu of a specific degree.

· 3–5 years of experience in Bid Coordination and Proposal Production within the AEC industry.

· Prior work experience with PMC or engineering consultancy companies.

· Experience in Saudi Arabia.

· Experience in vendor registration and bidding processes via Ariba, Etimad, Oracle, or similar procurement platforms.

· Able to coordinate and collaborate with multidisciplinary and cross-functional teams.

· Proficient in Microsoft Office Suite (Word, PowerPoint and Excel) and Adobe Creative Suite (InDesign, Acrobat Pro and Photoshop).

· Strong time management and prioritization skills: able to plan, produce and manage multiple submissions or tasks concurrently within tight deadlines.

· Strong organization and document management skills, with experience in quality control for proposal submissions.

· Strong writing and editing skills for proposal and bid documents. Fluency in Arabic and English is a must.

· Eligible to work in Saudi Arabia.