Bid Coordinator

Role Summary

Microsoft Excel

Key Responsibilities

1. Bid Coordination & Administration

• Document Control:

  Manage, organize, and archive all bid-related documents, templates, and corporate information in a central repository.

• Kick-off Preparation:

  Assist the Bid Manager in scheduling, preparing materials for, and tracking actions from bid

  kick-off meetings

  .

• Timeline Management:

  Monitor the bid schedule and deadlines, proactively reminding contributors of upcoming submissions.

• Communication:

  Serve as the central point of contact for internal contributors (e.g., Legal, Finance, Technical teams) to ensure timely receipt of content.

2. Document Production (High proficiency in MS Word & Excel Required)

• MS Word Formatting:

  Take ownership of the final look and feel of the proposal documents. This includes:
• Applying and maintaining company branding, styles, and templates.
• Ensuring consistent formatting, pagination, and table of contents generation.
• Executing final quality checks for consistency, grammar, and professionalism before submission.

• MS Excel Data Management:

  Utilize advanced features of Excel to:
• Maintain and update bid progress

  trackers

  (e.g., pipeline, status, win/loss rates).
• Assist in compiling and validating financial or resource data supplied by other departments, using formulas, pivot tables, and data validation.
• Generate simple reports and charts for management review.

3. Content Management

• Content Library:

  Assist in updating and maintaining the standardized content library (e.g., company boilerplate text, standard rsums, case studies).

• Compliance:

  Ensure all proposal content adheres strictly to the client's instructions (e.g., page limits, file format, submission method).

Essential Skills & Qualifications

Education & Experience

• Bachelor's degree in Business Administration, Communications, English, or a related field.

• No prior bid experience required;

  training will be provided.

Technical Skills (The Foundation)

• Microsoft Word:

  Expert level proficiency

  required, including experience with styles, templates, section breaks, auto-numbering, and tracking changes.

• Microsoft Excel:

  Strong proficiency

  required, including working with formulas ($VLOOKUP$, conditional formatting), pivot tables, and generating simple graphs for reporting.

• Microsoft PowerPoint:

  Basic to Intermediate skills for presentation support.

Key Competencies

• Exceptional Attention to Detail:

  A critical requirement for proofreading and ensuring compliance.

• Highly Organized:

  Ability to manage multiple tasks, priorities, and deadlines simultaneously.

• Communication:

  Excellent written and verbal communication skills.

• Team Player:

  Ability to work collaboratively and respectfully with a variety of internal stakeholders.