Bid Coordinator - HRMS

Control Risks

This role will primarily involve working on all aspects of the bid process from qualification through to contract award; working with a variety of stakeholders and be responsible for implementing and assisting with the management of all bid procedures and governance while promoting best practice.

The role has potential development opportunity to become a Bid Manager.

Role tasks and responsibilities

• Coordinate and manage the requests for information (RFI), expression of interest (EOI), vendor registrations and pre-qualification questionnaires (PQQ) for HRMS business.
• Assist in the management, coordination and production of responses to formal invitations to tender (ITT), requests for proposal (RFP), requests for quotation (RFQ), and when instructed, take a lead role in the capacity of a junior bid manager (with guidance from a senior bid team member) for qualified commercial, government and non-government organisation opportunities in the Control Risks HRMS regions.
• Create bid content and documentation in the Control Risks format and branding.
• Act as the document owner for proposals, submissions and presentations. Review all data to ensure conformance to the tender instructions and bid quality standards (editing any formatting, grammatical, spelling or factual errors).
• Maintain the knowledge library, ensuring data is updated, old data is archived, and information is stored, categorised and secured; observe strict confidentiality for sensitive data.
• Manage and maintain bid reports to record opportunities, assess workload capacity, and determine win/loss or capture rate.
• Work with relevant HRMS colleagues to assist with informal or ad hoc proposal preparation. If required, to collate bid components for other departments and support their submissions.
• Coordinate with relevant stakeholders across all regional offices and functions to ensure an efficient utilisation of resources.
• Add innovation to the bid process.
• Perform other duties as requested by the bid lead.

Qualifications and specialist skills

• Has exceptional attention to details and ability to review tender documentation and develop a full understanding of the requirements, identifying any key risks associated with the project
• Strong organisational and project management skills with proactive approach to managing work priorities and handling multiple tasks simultaneously.
• Strong administration background with experience in formatting, proofreading and setting up templates; experience in desktop publishing is desirable.
• Ability to meet deadlines and work under pressure.
• IT proficiency advanced MS Word; intermediate/advanced Excel and Power Point; also proficient in team-sharing apps such as MS Teams, SharePoint and CRM; with ability to quickly learn new software, systems and processes.