Senior Bid Coordinator

Job Overview:

The Bid Coordinator is responsible for leading and coordinating the end-to-end bid and tender submission process across the Building & Infrastructure (B&I) division.The role serves as the focal point for bid activities, ensuring high-quality, compliant, and timely submissions while working closely with technical, commercial, and operational stakeholders.

This position plays a key role in driving proposal excellence, improving bid processes, and supportingbusiness growth through successful tender participation.

KEY RESPONSIBILITIES

Bid & Proposal Management

• Lead and coordinate the preparation and submission of bids, tenders, proposals, and pre-qualification documents.
• Manage the bid process from opportunity identification through submission, ensuring adherence to client requirements and submission deadlines.
• Develop and maintain bid schedules, deliverables, and submission plans.
• Review tender requirements and communicate obligations, risks, and key milestones to relevant stakeholders.
• Ensure all submissions are complete, compliant, and aligned with company standards before submission.

Stakeholder Coordination

• Act as the primary coordinator between business development, operations, technical teams, finance, legal, and management throughout the bid process.
• Facilitate bid kick-off meetings and coordinate contributions from internal subject matter experts.
• Monitor progress against bid plans and proactively address gaps, risks, or delays.
• Follow up with stakeholders to ensure timely completion of required inputs and approvals.

Content & Quality Management

• Maintain and enhance proposal templates, bid content libraries, project references, and supporting documentation.
• Review submissions for consistency, accuracy, formatting, and quality.
• Support the development of compelling, client-focused proposal content and executive summaries.
• Ensure branding and document presentation standards are met across all submissions.

Governance & Continuous Improvement

• Support bid/no-bid assessments and internal approval processes.
• Maintain bid tracking reports, tender registers, and performance metrics.
• Conduct post-submission reviews and capture lessons learned to improve future submissions.
• Drive process improvements to enhance efficiency, compliance, and submission quality.
• Support the standardization of bid practices across Singapore and Malaysia.

Team Support

• Provide guidance and mentorship to junior bid coordinators and administrative support staff where applicable.
• Share best practices and contribute to the development of bid management capabilities within the team.
• Support special projects and initiatives related to tendering, proposal management, and business development.

KEY REQUIREMENTS

Education

• Diploma or Bachelor's Degree in Business Administration, Communications, Marketing, Engineering, or a related discipline.

Experience

• Minimum 5-8 years of experience in bid coordination, proposal management, tender administration, or a related function.
• Proven experience managing complex and multi-disciplinary tender submissions.
• Experience in engineering, testing, inspection, certification, consultancy, construction, or professional services environments is preferred.

Skills & Competencies

• Strong knowledge of tendering and proposal management processes.
• Excellent project coordination and stakeholder management skills.
• Strong written communication and document management capabilities.
• Ability to manage multiple deadlines and prioritize competing requirements.
• High attention to detail and quality standards.
• Proficient in Microsoft Office applications, particularly Word, Excel, and PowerPoint.
• Experience with proposal management systems and document control processes is an advantage.

KEY PERFORMANCE INDICATORS(KPIs)

• Timely submission of compliant and high-quality bids.
• Effective coordination of multiple stakeholders and competing priorities.
• Improved bid process efficiency and submission accuracy.
• Strong maintenance of bid documentation, templates, and knowledge repositories.
• Contribution to successful tender outcomes and business growth.