Bidding Specialist

Job Summary:
We are looking for a highly organized and detail-oriented Bidding Specialist to manage and coordinate the end-to-end tendering process for UAE opportunities. The successful candidate will be responsible for handling tender assignments, preparing and submitting required bid documentation, coordinating with internal teams, and ensuring that every submission is complete, accurate, and compliant with client and tender requirements.

This role requires strong follow-up skills, document management capability, and the ability to work closely with presales, sales, and technical teams to meet strict deadlines.

Key Responsibilities:

• Manage UAE tender and bid assignments from receipt to submission.
• Review tender documents, identify requirements, and prepare compliance checklists.
• Coordinate with internal departments to collect all required bid documents, certificates, forms, and supporting materials.
• Follow up with the presales team to obtain technical and commercial proposals within deadlines.
• Ensure all tender submissions are complete, accurate, and compliant with the client’s requirements.
• Prepare, fill, format, and organize tender forms and company documents as required.
• Set up internal meetings and coordination calls related to bid preparation and submission.
• Assign tasks or tickets to relevant teams and track completion status.
• Create and maintain structured folders for each opportunity, ensuring all bid documents are properly saved and version-controlled.
• Monitor submission deadlines and ensure timely completion of all activities.
• Maintain records of submitted bids, tender results, and supporting documentation.
• Support the team in improving bid processes, document templates, and internal coordination workflows.

Requirements:

• Bachelor’s degree in Business Administration, Management, or a related field.
• Proven experience in bidding, tender coordination, proposal coordination, or a similar role.
• Familiarity with UAE tendering processes and documentation requirements is preferred.
• Strong document management and administrative coordination skills.
• Excellent follow-up and communication skills.
• Ability to work under pressure and manage multiple deadlines simultaneously.
• High attention to detail and commitment to accuracy and compliance.
• Proficiency in Microsoft Office, especially Word, Excel, and Outlook.
• Experience with CRM systems, ticketing tools, or document management platforms is an advantage.

Key Skills:

• Tender and bid coordination
• Compliance and documentation management
• Internal stakeholder coordination
• Time management and deadline tracking
• Organizational skills
• Communication and follow-up
• Attention to detail
• Meeting coordination and task tracking

Preferred Qualities:

• Proactive and responsible
• Structured and process-driven
• Able to work independently with minimal supervision
• Strong team player with a collaborative mindset