Bid Coordinator

Company Description

Thamani Technologies and Systems (Pty) Ltd, established in 2009, is a 100% black youth woman-owned enterprise specializing in innovative business transformation and ICT solutions. Operating in 13 African and 2 European countries, the company supports diverse clients including governments, NGOs, and businesses of all sizes. With expertise in areas such as digitization, cybersecurity, IoT, and digital transformation, Thamani delivers tailor-made solutions that optimize operations and enhance technological efficiency. The company is committed to sustainability, creativity, and consistent positive outcomes for clients, driven by a skilled, globally experienced team.

Role Description

The Bid Coordinator will be responsible for managing the full bid lifecycle including preparation, writing, processes, and submissions of bids and tenders. This includes developing detailed, compelling proposals, adhering to tender requirements, and coordinating with internal teams to ensure compliance with deadlines and client expectations.

Key Responsibilities

1. Bid Administration & Coordination

• Manage and track incoming tender opportunities via portals, emails, and procurement bulletins.
• Register new bid opportunities and maintain a bid pipeline or register.
• Support the Bid Manager in bid qualification (Go/No-Go) processes.
• Schedule and coordinate kick-off, review, and approval meetings for each bid.
• Maintain and update the bid calendar, ensuring all milestones and deadlines are met.
• Prepare and circulate meeting agendas, minutes, and action logs.
• Follow up on outstanding inputs from contributors to keep the bid on schedule.

2. Document Compilation and Management

• Coordinate and collect information from technical, financial, and legal teams.
• Ensure all documents are prepared according to RFP/RFI/RFQ instructions and submission formats.
• Maintain document version control and ensure contributors work from the latest templates.
• Compile and structure the full proposal document, including cover pages, annexures, and forms.
• Format and proofread proposal content for accuracy, consistency, and professionalism.
• Upload and submit tender responses on eTender portals or client submission systems.

3. Compliance and Quality Assurance

• Review tender documents to identify mandatory compliance requirements.
• Populate compliance checklists and ensure all required forms, certificates, and attachments are included.
• Validate that the submission meets all technical, administrative, and financial criteria.
• Support the Bid Manager in internal quality reviews and approvals.
• Ensure final bid documents adhere to the organization's branding, formatting, and approval protocols.

4. Content Management and Support

• Assist in developing and maintaining a bid library (company profiles, project references, CVs, policies, etc.).
• Update templates, graphics, and boilerplate sections to ensure consistency across submissions.
• Research information for corporate write-ups, capability statements, and case studies.
• Support the integration of win themes and value propositions into proposals.

5. Communication and Coordination

• Serve as the central communication point between internal bid team members and external stakeholders.
• Liaise with subcontractors, OEMs, and partners for supporting documents and compliance forms.
• Communicate clearly with contributors about deadlines, format requirements, and submission expectations.
• Escalate issues and potential delays to the Bid Manager promptly.

6. Post-Submission Activities

• Assist in organizing and storing submitted bid documents in the company's record system or SharePoint.
• Support post-bid clarification requests and document resubmissions when required.
• Participate in bid debrief sessions and document lessons learned.
• Update bid logs with win/loss outcomes and key metrics for reporting.

7. Governance, Reporting & Continuous Improvement

• Ensure bid processes align with internal governance and approval frameworks.
• Maintain accurate records for audit and reporting purposes.
• Contribute to continuous improvement by suggesting enhancements to bid templates and processes.
• Support the Bid Manager in tracking bid performance KPIs (win rate, on-time delivery, compliance).

Key Deliverables

Bid calendar & progress tracker - Timeline and milestone management for each submission

Compliance matrix - Checklist of all mandatory requirements

Proposal document (draft and final) - Fully compiled and formatted bid

Supporting document pack - Certificates, CVs, project references, policies

Lessons learned report - Post-bid analysis and recommendations

Qualifications

• Proficiency in Bid Preparation and knowledge of Bid Processes
• Strong skills in Bid Writing, Proposal Writing, and Tender Submissions
• Ability to manage multiple tasks and coordinate with diverse stakeholders
• Excellent written and verbal communication skills
• Attention to detail, organizational, and time management abilities
• Familiarity with procurement processes and understanding of compliance requirements
• Proficient in Microsoft Office Suite and other relevant tools
• Prior experience in a similar role is advantageous
• Confidentiality

Job Type: Full-time

Experience:

• Bid: 2 years (Preferred)

Work Location: In person