BIDS COORDINATOR

Vortex Fire

Roles and Responsibilities:

• Support the full bid lifecycle: prospect tracking, qualification, preparation, submission, and follow-up.
• Coordinate inputs from technical, commercial, legal, and finance teams to ensure complete, compliant proposals
• Assist in preparing tailored proposal responses, including project summaries, compliance statements, prequalification documents, vendor registrations, NDA s and resource schedules.
• Maintain bid trackers, archives, templates, and CRM systems.
• Manage vendor prequalification processes and online portal registrations.
• Ensure submissions meet client instructions, internal QA/QC standards, and QMS procedures.
• Liaise with clients and internal teams to keep bid progress on track and resolve bottlenecks.
• Assist with digital marketing content, BD meetings, and client engagement activities.
• Archive closed/lost proposals and maintain accurate records.

Requirements:

Essential:

• Bachelor s degree in Business Administration, Communications, Engineering, or related field.
• 3 5 years experience in bids/proposals, preferably in the UAE/KSA markets.
• Strong knowledge of procurement processes, vendor registration, and e-portals.
• Excellent English communication skills (Arabic is a plus).
• Proficiency in MS Office, Adobe PDF, and CRM/bid management tools.
• Ability to manage multiple bids simultaneously under pressure with high attention to detail.

Preferred:

• Experience in Fire & Life Safety, engineering consultancy, or construction sectors.
• Familiarity with pricing structures and basic contract/invoice reviews.
• Creative flair for proposal design/layout (InDesign or similar).
• Professional, diplomatic approach with strong stakeholder coordination skills.