Bid Coordinator – Financial Services

Introduction

The Bid Coordinator position involves managing the entire lifecycle of bid and proposal processes, ensuring that responses to client requests such as RFPs, RFIs, and RFQs are completed accurately, on time, and meet quality standards. This role coordinates efforts across various teams including Sales, Subject Matter Experts, Pricing, Legal, and Operations to produce aligned and complete bid submissions. Additionally, the coordinator focuses on enhancing the efficiency, quality, and success rates of bids.

Key Responsibilities

• Oversee the full bid journey from initial qualification through to final submission.
• Create and maintain schedules for bids including key milestones and deliverables.
• Organize and facilitate meetings such as kick-offs, review sessions, and governance checkpoints for bids.
• Monitor the progress of all contributors ensuring deadlines are met consistently.
• Gather and organize technical, commercial, and operational information from subject matter experts to build bid responses.
• Ensure all proposal content is consistent, clear, and meets quality benchmarks.
• Manage and update standard templates and content repositories for responses.
• Serve as the primary liaison for all bid-related activities, collaborating with Sales, Product, Pricing, Legal, and Compliance teams.
• Proactively identify and escalate potential risks or delays in the bidding process.
• Ensure compliance with client requirements, internal policies, approvals, branding, and quality standards for all submissions.
• Support bid review activities such as red teaming and compliance verification.
• Prepare, verify accuracy, and finalize bid documentation including maintaining version control and proper formatting.
• Coordinate the submission of bid documents via portals, email, or physical delivery when necessary.
• Include all requisite documentation as part of the submission package.
• Collect and analyze lessons learned and feedback from both successful and unsuccessful bids.
• Maintain and enhance bid libraries, templates, and overall best practices.
• Continuously identify and implement improvements to bid processes to increase efficiency.

Required Skills & Qualifications

• 2 to 5 years of experience in roles related to bid coordination, proposal management, sales support, or project coordination.
• Strong skills in project management and organizational ability.
• Excellent communication abilities, both written and verbal.
• Meticulous attention to detail and capable of managing multiple deadlines concurrently.
• Proven ability to collaborate effectively across different functions in a dynamic work environment.

Preferred Skills & Qualifications

• Experience handling formal bid processes such as RFPs, RFQs, and RFIs.
• Familiarity with proposal management tools like SharePoint, HubSpot, or RFPIO.
• Background in enterprise, SaaS, or service industry contexts.
• Understanding of commercial elements and pricing mechanisms involved in bids.

Diversity & Inclusion Statement

Our company is dedicated to fostering diversity and inclusion, encouraging candidates from all backgrounds to apply and join the team.

About the Company

Established in 2017, SymphonyAI is a leading enterprise AI SaaS business focused on digital transformation across critical industries such as retail, consumer packaged goods, financial crime prevention, manufacturing, media, and IT service management. Serving over 1500 enterprise clients worldwide, the company has grown to a team of 3,000 professionals including leaders and data scientists spanning more than 30 countries.