Bid Management Executive

About the Role

As a Bid Management Executive, you will oversee the complete bid process from initial tender invitations through submission and follow-up, ensuring compliance and alignment with client and internal requirements. Your role involves detailed review of tender documentation, coordination across departments, and preparation of proposals to support successful bid outcomes.

Key Responsibilities

• Manage end-to-end bid lifecycle including clarifications and post-submission communications.
• Analyze tender documents for scope, risks, and compliance factors.
• Develop and maintain tender schedules to meet critical deadlines.
• Compile and coordinate technical, commercial, and administrative tender documentation.
• Create well-structured proposal narratives, method statements, manpower deployment strategies, and compliance matrices.
• Ensure all submissions conform to client formats, regulatory standards, and internal approval processes.
• Collaborate with departments such as Operations, EHS, Procurement, Finance, and Sales to collect necessary inputs including manpower plans, cost breakdowns, and operational methodologies.
• Follow up with stakeholders to secure timely and precise information.
• Assist in building cost models and pricing structures in line with operational demands.
• Work closely with Finance and Operations for accurate pricing and commercial integrity.
• Support management in pricing scenario assessments and bid negotiation adjustments.
• Maintain compliance with tender terms, contractual clauses, and statutory requirements.
• Identify and escalate potential contractual, operational, or commercial risks for review.
• Ensure version control and maintain audit trails for all bid documentation.
• Organize and manage records of tenders, quotations, and related documents efficiently.
• Provide support during tender interviews, presentations, and clarifications.
• Assist in orderly handover to Operations after bid awards, clarifying scope and commercial terms.
• Engage in post-tender review sessions to refine bid strategy and improve success rates.

Required Qualifications & Experience

• Possess a diploma in Business, Engineering, Facilities Management, or a closely related field.
• Have between 1 to 3 years of experience in bid management, tender coordination, or sales support roles.
• Demonstrate high attention to detail and ability to handle multiple bids simultaneously.
• Proficiency with Microsoft Office suite (Excel, Word, PowerPoint) is essential; familiarity with tender portals and internal management software is advantageous.
• Strong communication capabilities and aptitude for managing stakeholder relationships.
• Ability to meet stringent deadlines with an organized, methodical approach.