Bid Coordinator X1

**ROLE PURPOSE**

To facilitate the development and submission of comprehensive bid proposals to prospective Clients, timeously & within budget. Ensure that the Company has given itself the utmost possible chance for the bid success. FM sales team looking for a positive and enthusiastic bid assistant with sound admin and project skills to work alongside the Bid Manager and Sales Team. Excellent project management and organization skills critical.

**MAIN OUTPUTS**
- Manage day-to-day bid process activities from document receipt to submission of bid.
- Develop & manage the bid process plan towards effectively responding to RFIs, RFQs & RFPs
- Analyse tender documents to ensure all necessary mandatory information is included.
- Research potential clients to develop targeted proposals that meet the client’s needs & aspirations
- Facilitate the writing of comprehensive responses to RFIs, RFQs & RFPs to produce market leading proposals and client presentations
- Engage with various stakeholders and levels of management in ensuring that proposals are reflective of the business & individual Client’s needs
- Liaise with support services such as Finance, People Management, Supply Chain, to ensure integrity of information required for bid proposals
- Ensure quality of bid documents in accordance with Bidvest Facilities Management & best practice quality standards
- Ensure that bid documents are complete within the stipulated timeframes and deadlines.
- Implement & maintain a controlled access storage for data & bid information for ease of use by internal stakeholders
- Responsible for effective communication between the client & company throughout the bid process
- Coordinate client site visits when necessary on behalf of Sales team
- Conduct white board updates - Consistent tracking of prospect bids & proposals submitted with business development team
- Handing of drafts & finalized bid documentation to the Sales team including Chief Sales & Marketing Officer, for review prior to submission
- Tracking of tender / RFQ process and exact record keeping of strategic dates and information to be provided / presented
- Provide weekly/monthly reports on pipeline bids (current & potential)
- Must be willing to work under immense pressure with many large projects running simultaneously
- Provide administrative support from time to time on mobilisation and demobilisation projects. This would typically include, updating SharePoint folders, minute taking, coordination of site visits and site commissioning and decommissioning.

**QUALIFICATIONS / REQUIREMENTS / KNOWLEDGE / SKILLS / EXPERIENCE**

**_The Applicant must meet the following requirements:_**
- National Diploma or Degree in Marketing or Business Administration or Project Management (favorable)
- Experience in Facilities Management or Property Management Industry (favourable)
- Experience working on Design Programmes - Adobe Creative Cloud (favourable)
- Matric (Senior Certificate)
- Valid SA Driver’s License
- Minimum 3yrs relevant experience in bid processing & documentation
- Bid coordination & Project Administration
- MS Word, MS Excel, MS Powerpoint, MS Project, MS Visio & MS Outlook (Intermediate skill level)
- OHS Act, ISO 9001 Quality Management & Risk Management Systems

**FUNDAMENTAL COMPETENCIES**
- Initiative/Proactivity
- Deadline Driven & Highly Motivated
- Relationship building
- Excellent Written Communication
- Attention to detail
- Able to work alone and in teams
- Creative & innovative
- Action orientation
- Customer Focus
- Negotiation Skills
- Analytical Skills
- Planning/Scheduling/Objective Setting
- Teamwork & Partnering
- Relationship Building
- Interactive Reasoning
- Excellent Oral Communication