Bid Coordinator

Job Overview

The Bid Coordinator role involves providing essential administrative and coordination support throughout the railway tender process. This position ensures the management of all tender documents, bid tracking, internal coordination, meeting facilitation, deadline monitoring, and submission compliance to meet all tender requirements efficiently.

Key Responsibilities

• Download, register, and distribute tender documents using the Document Management System to relevant stakeholders.
• Maintain detailed tender tracking logs, calendars, and submission schedules to monitor critical deadlines.
• Set up and manage bid folders and repositories on the Document Management System (SharePoint), keeping the bid team informed of updates.
• Ensure strict version control for all documents throughout the tender lifecycle.
• Collect and organize documents contributed by technical, commercial, legal, procurement, and finance teams.
• Manage the Tender Clarification Register.
• Coordinate bid kick-off meetings, weekly progress meetings, and review sessions, including preparing agendas, minutes, and action trackers.
• Follow up with contributors to ensure timely completion of deliverables.
• Liaise with both internal and external providers to obtain necessary administrative documentation, timesheets, NDAs, agreements, and assist the Finance team with invoicing and payment processing.
• Prepare and maintain submission checklists and verify that all required forms, declarations, and supporting documentation are complete and adhere to formatting and presentation standards.

Candidate Profile

Applicants should possess a Diploma or Bachelor's degree in Business Administration, Office Management, Project Administration, or a related discipline. Ideal candidates will have between two to five years of experience in bid administration, tender coordination, document control, or project administration.

Core Skills and Competencies

• Exceptional organizational skills with the ability to prioritize tasks and meet strict deadlines.
• Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook; experience with SharePoint is mandatory.
• Meticulous attention to detail and focused work approach.
• Demonstrated ability to lead and collaborate effectively within a team dynamic.
• Strong interpersonal skills to build and maintain robust working relationships.
• Adaptability to operate effectively across different cultures.
• Capacity to perform well in a project-focused environment.
• Resilience to manage stressful situations calmly and professionally.
• Fluency in English is essential; proficiency in French is considered a plus.

Additional Information

• Contract duration is five months, with the possibility of extension depending on performance and project needs.
• Expected start date is from the end of July 2025.