COORDINATOR- TENDERS DEPARTMENT

COORDINATOR- TENDERS DEPARTMENT

Summary of job function: To ensure exceptional quality tender submissions, tailored to the requirements of each individual client by producing the best possible bid for the company. To carry out research, update records and maintain detailed information as an integral part of a busy and flexible team .The incumbent must be a team player and possess experience with handling multiple clients at any given point and being responsible for advising and guiding senior members of staff on pricing options. The post holder must build relationships with internal departments such as sales and external tendering body or authority to ensure the highest quality of work is achieved.

Principal Duties and Responsibilities

• To supervise the Tenders department as he/she is responsible for ensuring a high standard of tender submissions. The tender bids that the team produce accurately reflects the focus of the company as a whole as it encapsulates a wealth of information and are produced from a sales focused perspective. It is critical that work produced is of a standard that guarantees the best possible chance of securing a tender bid.
• To ensure that the team members understands they are responsible for an allocated workflow, to take ownership of individual tenders being handled by the department and control the key milestones within each submission. The ability to prioritize workload is a pre-requisite for the role.
• The ability to create professional documentation to a very high standard is essential with particular focus on accuracy and precision.
• An ability to sell all services of the company in written form is paramount.
• The ability to co-ordinate and set goals for staff both internally and externally to achieve desired results. The post involves the setting of time sensitive tasks for members of staff to produce work for the team in good time for the relevant document submission.
• Check various Tender Search systems on a daily basis and identify any contracts which may be of interest to the Company, either to bid or for market intelligence purposes.
• Responsible for updating all spreadsheets, databases and company sales records and to produce reports for both the team and direct reports when required.
• To develop good working relationships with all heads of departments within the Company.
• An ability to chair and guide meetings with the tenders team as well as ensuring accurate, up to date records are kept of all action points.
• To follow relevant procedures for Tender compilation, authorization and dispatch.
• Responsible for ensuring tenders are submitted consistently ahead of the deadlines set by the tendering authority or body.
• To maintain confidentiality at all times.
• Manage the tender submission through its entire life cycle. 
• The position requires that tenders and business proposals meet all relevant specifications; are in line with the most recent research available and best practice; and are compliant with client requirements.
• To provide technical and commercial writing skills to the team and have the ability to produce costing information to help the Tender Team in decision making.
• Receive and deal with enquiries from colleagues and Clients concerning Tenders.
• To comply with such training as is required and necessary to perform the duties of the post
• The incumbent will be required to undertake such tasks as may be reasonably expected within the scope of the post.

Qualifications and Experience

• A Bachelor’s degree in Business Management or any management field
• 5-7 years’ experience in tender submission
• Certificate in Project Management will be an asset. 
• Proficient in Microsoft Office Applications.