Bid Coordinator

The Bid Coordinator / Graphic Designer supports the preparation, production, and submission of high-quality proposals, pre-qualifications, presentations by combining content coordination, document management, and creative design.
The role ensures all bids are compliant, visually compelling, and aligned with brand standards, while coordinating inputs across technical, commercial, and business development teams.

The bid coordinator also supports in client registrations and vendor accounts management.

Key Responsibilities:

·       Graphic Design & Document Production

• Design professional proposal layouts, covers, templates, infographics, charts, and icons.
• Convert technical information into clear, visually engaging graphics / infographics  (process maps, tables, org charts, timelines).
• Ensure brand consistency across all proposals (fonts, colors, themes, templates).
• Prepare high-quality PDFs, print-ready versions, and upload compliant digital submissions.
• Prepare presentations, brochures, and digital collateral when required.

·       Proposal Coordination & Administration

• Coordinate end-to-end bidding activities for PQQs, RFIs, RFQs, and RFPs.
• Develop and manage submission schedules, ensuring contributors meet deadlines.
• Maintain the proposal tracker, action logs, and responsibility matrices.
• Support bid compliance by checking documents against client instructions, templates, and requirements.
• Compile content inputs from technical teams, CVs, case studies, and corporate materials.

• Prepare drafts, sections structure, and format all proposal elements for final review.

·       Client Registration & Vendor Management

• Coordinate and complete vendor registration processes with government, semi-government, and private clients.
• Maintain up-to-date registration profiles on client platforms.
• Ensure all required documents (licenses, certificates, financial statements, compliance forms) are current and uploaded.
• Track the status of approvals and registration renewals.

·       Quality & Compliance

• Check documents for formatting, coherence, and adherence to brand guidelines.
• Ensure compliance with client templates, page limits, and mandatory submission requirements.
• Conduct quality checks (layout, graphics, numbering, TOC, cross-references).

• Support reviews with structured edits and presentation refinements.

·       Knowledge Management & Content Organization

• Maintain the proposal content library.
• Keep updated templates, corporate information, and branding assets.
• Capture lessons learned and implement improvements in future submissions.

• Assist in creating repeatable templates for common proposal sections.

·       Cross-Functional Coordination

• Collaborate with BD, technical and commercial teams for input gathering.
• Communicate requirements and deadlines clearly to all stakeholders.
• Support clarifications, addenda responses, and submission logistics.

• Participate in kickoff meetings, progress meetings, and review sessions.

Qualifications:

·       Bachelor’s degree in Graphic Design, Visual Communication, Marketing, Business Administration, Architecture, Engineering, or a related discipline.

·       A combination of relevant education and practical proposal/bid production experience may be considered in lieu of a specific degree.

·       3–5 years of experience in a Bid Coordination, Proposal Production and Management and Graphic Design roles within the AEC Industry , PMCM or engineering consultancy services.

·       Prior work experience with reputed PMC and engineering companies.

·       Experience in Saudi Arabia or the GCC.

·       Proven track record of producing high-quality, visually compelling proposals and presentations under tight deadlines.

·       Experience in vendor registration and bidding processes via KSA government / PIF procurement platforms (Ariba, Etimad, Oracle, etc.)

·       Able to coordinate and collaborate with multidisciplinary and cross-functional teams. 

·       Proficient in MS office Suite (Word, PowerPoint and Excel) and Adobe Creative Suite (InDesign, Acrobat Pro and Photoshop).

·       Strong time management and prioritization skills: Able to plan, produce and manage multiple submissions or tasks concurrently within tight deadlines.

·       Strong organization and document management skills.

·       High attention to detail.

·       Strong writing and editing skills. Fluency in Arabic and English is a must.

·       Strong communication and presentation skills.

·       Innate orientation for creativity, design, storytelling, storyboarding and marketing.