Bid coordinator

JOB PURPOSE

The Bid Coordinator provides administrative and coordination support throughout the railway tendering process. The role is responsible for managing tender documentation, maintaining bid records, coordinating internal contributions, organizing meetings, tracking deadlines, and ensuring all submission requirements are completed accurately and on time.

The position acts as the administrative focal point for railway bids and proposals, ensuring smooth communication between internal departments and external stakeholders while maintaining high standards of document control and compliance.

KEY RESPONSIBILITIES

Tender Administration

• Download, register, and distribute tender documents to relevant stakeholders through Document Management System
• Maintain a tender tracking log and monitor key submission dates.
• Maintain bid calendars and submission schedules.

Document Control & Management

• Establish and maintain bid folders and document repositories on Document Management System (Sharepoint) and keep the bid team informed of any update
• Ensure proper document version control throughout the tender process.
• Collect and compile documents from technical, commercial, legal, procurement, and finance teams.
• Manage Tender Clarification Register

Coordination Support

• Organize bid kick-off meetings, weekly meeting and review meetings.
• Prepare meeting agendas, minutes, and action trackers.
• Follow up with contributors to ensure deadlines are met.
• Liaise with internal providers and external providers to obtain timesheets, administrative documentation, NDAs, agreements and process invoicing and payment in coordination with Finance team

Compliance Administration

• Prepare and maintain submission checklists.
• Verify that all required forms, declarations, and supporting documents are included.
• Ensure formatting, numbering, and presentation standards are applied consistently.

PROFILE

• Diploma or Bachelor's Degree in Business Administration, Office Management, Project Administration, or a related field.
• 2-5 years of experience in bid administration, document control, tender coordination, or project administration.

KEY EXPECTED SKILLS

• Highly organized : efficiently manages time based on continual evaluation of priorities, meets deadlines
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook). Sharepoint experience is a must-have
• Highly focussed with a strong attention to detail
• Team leadership and team player
• Must be capable of building strong relationships
• Capacity to cross cultural adaptation
• Ability to work in project environment
• Resilience: ability to manage stressful situations
• Fluent in English/French speaker is a plus