WHAT DOES A BID COORDINATOR DO?

The BID Coordinator oversees the entire bidding process, from opportunity identification to project delivery, ensuring compliance with all set procedures and maintaining records in systems like Pipedrive. This role involves coordinating inputs from various departments including HSEQ, operations, finance, and legal, to craft thorough proposals and manage timelines through to executive sign-off. Additionally, this position's responsibilities include managing the content and presentation of proposals, organizing post-bid reviews, supporting marketing initiatives, and maintaining a library of bid documents to enhance response efficiency.

A Review of Professional Skills and Functions for BID Coordinator

1. BID Coordinator Duties

  • Research: Liaise with the business development team to gather background information for future projects.
  • Project Management: Manage and complete PQQ’s/EOI’s and market engagement submissions and work alongside Bid Managers coordinating tender submissions.
  • Content Development: Develop responses that are attractive, concise and bring out the benefits of offer with a focus on the highest quality of language and technical accuracy.
  • Editing: Re-write/edit proposal responses from a variety of stakeholders, ensuring consistency of responses in terms of themes, messages, key phrases, and keywords.
  • Innovation: Develop innovative ways of sharing and presenting information.
  • Feedback Analysis: Record, analyze and apply client bid feedback to future responses to drive continuous improvement.
  • Information Management: Manage and update the bid library.
  • Presentation Assistance: Assist Estimators/Directors in putting together Tender Presentations using PowerPoint.
  • Meeting Coordination: Schedule and ability to chair internal tender meetings to ensure a comprehensive understanding of the process, requirements, and timelines.
  • Asset Management: Create, share, and maintain sales and marketing assets on SharePoint.
  • Opportunity Monitoring: Monitor tender notification systems to actively pursue new bid opportunities.
  • Client Follow-Up: Follow up with clients on submissions, ensure feedback from clients is recorded, and ensure improvements & suggestions are implemented in future submissions.

2. BID Coordinator Details

  • Bid Governance: Follow all necessary bid processes, procedures, and governance.
  • Bid Campaign Management: Facilitate bid campaign management from opportunity identification through to project delivery.
  • Record Maintenance: Maintain bid and opportunity records on Pipedrive.
  • Bid Coordination: Coordinate all day-to-day aspects of a bid ensuring that it is completed on time and answers the client's questions as fully as possible.
  • Timeline Development: Develop timeline and bid milestones from initial review of documentation through response development, draft preparation, and management sign-off.
  • Team Collaboration: Work closely with the sales team and engage subject matter experts from the business.
  • Stakeholder Coordination: Coordinate bid teams and inputs from a variety of stakeholders, typically involving contributions from HSEQ, operations, finance, commercial, and legal.
  • Proposal Ownership: Own the written proposal, both in terms of content and presentation.
  • Bid Handover: Coordinate the handover of successful bids for mobilization by operations.
  • Post-Bid Reviews: Arrange post-bid reviews with customers, post-contract award.
  • Sales Support: Support sales and marketing initiatives with appropriate reporting.
  • Relationship Management: Develop and maintain relationships with internal and external stakeholders and serve as the focal point for all bid-related queries and communication.
  • Bid Library Management: Create, share, and maintain a bid library to enable the efficient compilation of written documentation.

3. BID Coordinator Responsibilities

  • Submission Support: Support the pre-construction team in delivering outstanding submissions to meet challenging deadlines.
  • Bid Management: Manage the Bid Deliverables Matrix for all stages of the submission, ensuring that project deliverables are met.
  • Documentation Planning: Plan and manage bid documentation throughout the tender process, ensuring that outputs are delivered efficiently and effectively.
  • Design Production: Produce high-quality submission documents using Adobe InDesign.
  • Presentation Creation: Produce high-quality presentations using Microsoft PowerPoint.
  • Team Coordination: Work closely with the bid teams to ensure deadlines are adhered to.
  • Interdepartmental Collaboration: Work closely with other departments in the business, including commercial, and external parties, internal communications, and business development functions.
  • Business Understanding: Understand the business and the values of the organization.
  • Innovation Research: Investigate and propose new ideas and methods for bid and marketing purposes.
  • Team Development Support: Support the Submissions Manager in team development and ensure that team resources are kept up to date.
  • Resource Maintenance: Maintain regional project case studies and CVs for use in submissions.
  • Marketing Innovation: Investigate and propose new ideas and methods for bid and marketing purposes.

4. BID Coordinator Job Summary

  • Proposal Management: Support the production and delivery of compliant proposal documents and presentation materials in line with RLB brand guidelines and within client-defined timeframes.
  • Stakeholder Communication: Establish and maintain clear and transparent communication with stakeholders.
  • Time Management & Quality Control: Adhering to agreed timelines for deliverables and meeting expected quality benchmarks in line with bid programme.
  • Opportunity Identification: Support with opportunity identification and early positioning to capture strategic bid opportunities.
  • Market Research Coordination: Support and coordinate market research, stakeholder profiling, market share information, and competitor analysis during the pre-proposal stage.
  • Information Management: Ensure RLB case studies, profiles, CVs, client references and testimonials and track record is up-to-date and accessible.
  • Knowledge Management: Maintain bid knowledge management system including a library of bid answers and liaise with subject matter experts to ensure content remains relevant and up-to-date.
  • Visual Design: Source imagery to create visually impactful bids and maintain a library of imagery.
  • Photography & Graphics Support: Support bid submissions with relevant photography and supporting graphical/infographic tools.
  • Visual Improvement: Support and drive improvement in the visual representation of proposals and presentations.
  • Marketing Collaboration: Work with the marketing team to develop sales support collateral, capability statements and other marketing materials to support sector pursuit and proposal plans.

5. BID Coordinator Accountabilities

  • Stakeholder Coordination: Manage the internal process, coordinating inputs from a range of stakeholders including arranging bid kick-off meetings and regular progress and review meetings.
  • Document Preparation: Assist with the preparation of kick-off documents, CV collation, case study identification.
  • Tender Management: Coordinate and complete Standard Selection Questionnaires (SQs) / Requests For Information (RFI) and tender responses, and presentations.
  • Portal Management: Register and maintain accounts for online tender portals, highlighting any relevant new opportunities.
  • Communication Coordination: Disseminate and communicate client tender clarifications and facilitate appropriate action in response, via procurement portal.
  • Collateral Development: Support with the development and production of client collateral including storyboards, placemats, proposals, and internal presentations.
  • CRM Maintenance: Ensure the CRM system includes opportunity information to assist with bid reporting.
  • Knowledge Management: Record and share lessons learned and best practices.
  • Process Promotion: Promote the bid process and best practice in work winning in line with brand guidelines.
  • Stakeholder Engagement: Build relationships with stakeholders and colleagues across the region(s) to gain participation in bid activity.
Relevant Information
What Does An AP Coordinator Do?
What Does A Benefits Coordinator Do?