Bid Coordinator - Sales Support

Transguard Group was established in 2001 and has diversified significantly, leading in the fields of Cash Services, Security Services, Manpower Services, Facilities Management & Aviation. Transguard Group is the UAE's most trusted business support and outsourcing provider and has a large, dynamic, and culturally diverse workforce with 50,000 employees!

We are currently recruiting for a Bid Coordinator - Sales Support to join our Business Development team at our HQ, located in DAFZA, Dubai Airport Free Zone.

Scope:

Orchestrate the bid process, ensuring every detail is managed and all deadlines are met. From coordinating communication between teams to crafting compelling proposals, the role will play a crucial part in the group's growth success. The role is part of a fast-paced environment and requires multi-tasking and having the skills to turn complex information into concise, persuasive documents.

Responsibilities:

1. Support finance and the Bid Manager to develop budgets for bid related expenses.
2. Support the Bid Manager with any cost analysis for bids.
3. Work closely with sales and pricing teams to support the development of pricing strategies.
4. Highlight any potential risks associated with tender documents such as bonds, payment terms, penalties, etc.
5. Develop comprehensive bid strategies to maximize success rates.
6. Serve as the primary point of contact for bid-related communication, both internally and externally.
7. Coordinate Opportunity Review sessions, bid kick-off meetings, and solution discussions in collaboration with sales leads and other bid contributors.
8. Review and edit bid documents to ensure accuracy, consistency, and compliance with guidelines and standards.
9. Support teams in creating post-tender presentations to showcase the proposed solutions effectively.
10. Arrange and support site visits for the operations team as required.
11. Generate reports to track bid performance and outcomes.
12. Establish and maintain an up-to-date library of information.
13. Coordinate and oversee the entire bid process from start to finish, ensuring all deadlines are met and requirements are fulfilled.
14. Prepare and organize all necessary bid documentation, including proposals, contracts, and supporting materials, setting clear timelines for tender responses, and ensuring internal deadlines are met.
15. Write, compile, and submit compliant bids in adherence to specifications and deadlines.
16. Collaborate with Business Units to ensure the utilization of appropriate materials (CVs, project profiles, case studies, technical answers, graphics, etc.).
17. Review and edit technical content for structure, completeness, compliance, and consistency.
18. Update bid trackers with accurate information and progress status.
19. Ensure compliance with tender return instructions and handle the handover process for all successful bids.
20. Identify opportunities for process improvement and implement best practices to streamline the bid process and enhance efficiency.
21. Work closely with the Marketing team to develop customized and compelling proposals.
22. Conduct de-brief sessions for all lost bids to identify areas for improvement.

Selection Criteria:

1. Bachelor's degree in business administration, marketing, finance, or a related field, or professional experience.
2. 5+ years proven experience in bid management or related roles, demonstrating successful bid outcomes.
3. Excellent project management and organizational skills, with the ability to manage multiple deadlines effectively.
4. Strong written and verbal communication skills, with attention to detail.
5. Flexibility to adapt to changing priorities, deadlines, and bid requirements.
6. Strong customer service skills and dedication to building long-term client relationships.
7. Ability to work collaboratively with cross-functional teams.
8. Proficiency in Microsoft Office Suite and bid management software.
9. Ability to work collaboratively across departments and levels within the organization.