Bid Coordinator - Infrastructure Projects

Company Overview

Egis is an internationally recognized architectural, consulting, engineering, operations, and mobility services firm dedicated to designing and managing intelligent infrastructure and buildings that address climate challenges and promote sustainable development. With 22,000 employees worldwide across over 100 countries, Egis continually delivers innovative solutions. In the Middle East, the company has a strong presence with 3,500 staff operating in 8 countries and a portfolio exceeding 700 complex projects, ranking among the region's top ten firms as per Engineering News Record.

Role Summary

The Bid Coordinator plays a central role in managing the daily operational aspects of bid execution, ensuring document control, compliance adherence, scheduling, and submission procedures are completed efficiently. This position also manages simple and simple plus bids independently, while collaborating with senior bid managers on more complex proposals.

Key Responsibilities

• Conduct thorough compliance audits at all stages to confirm all mandatory requirements, forms, and signatures are addressed and completed before submission.
• Oversee the entire submission process, including portal uploads, email dispatch, courier or hand deliveries, maintain client confirmations, and update internal tracking and CRM systems.
• Monitor and track deliverables according to the bid plan, conduct regular progress check-ins, and proactively report any obstacles to senior management for swift resolution.
• Maintain accurate CRM and SharePoint documentation to ensure operational standards, including opportunity registration, status updates, document storage, and archiving.
• Manage and update standard tender documents such as trade licenses, quality assurance, health and safety, environmental, social governance documents, insurances, statutory returns, CVs, and project experience databases.
• Create and distribute color-coded review packs (Pink, Red, Gold), logging feedback, managing action logs, and ensuring completion of review feedback prior to submission.
• Lead client portal account management, ensuring compliance with client requirements and supporting all portal-based tenders.
• Implement document control procedures including SharePoint structure setup, version control, and ensuring integrity of working and submission document packs.

Qualifications & Experience

• 3 to 5 years’ experience in bid coordination, tender administration, business development assistance, or related roles.
• Specific experience within transportation and infrastructure sectors is mandatory.
• Proven ability to independently manage simple bids end-to-end and support medium to complex bids, especially focusing on document control and compliance.
• Exceptional organizational skills and the capability to handle multiple bids simultaneously with strong time management.
• High attention to detail, particularly in compliance, document management, and submission logistics.
• Proficient with Microsoft Office suite, SharePoint, CRM platforms, and client portal systems.
• Familiar with Middle Eastern tender procedures and procurement policies.
• Excellent verbal and written communication skills enabling professional interactions with clients and team members.
• Comfortable working independently as well as collaborating within multidisciplinary teams.
• APMP foundation certification is advantageous.