Coordinator-Sales Support

Role Overview

Coordinator – Sales Support, Transguard Group, Dubai. This role works within the Business Development Team to support the bid function across various stages, focusing on smaller bids and contributing to larger ones under supervision.

Role Purpose

Support the bid process as a proactive team player in a fast-paced environment, turning complex information into concise, persuasive documents while managing multiple deadlines and contributing to the group's growth success.

Key Responsibilities

Financial

• Assist the Senior Bid Coordinator and Finance team in compiling and tracking budgets for bid-related expenses.
• Flag financial or contractual risks in tender documents, such as payment terms or penalties, to the Senior Bid Coordinator or Bid Manager.
• Contribute to the development of bid strategies by providing administrative and research support.

Customer & Stakeholder Management

• Act as a key point of contact for internal bid-related communications and coordinate with external stakeholders as directed.
• Schedule and support Opportunity Review sessions, bid kick-off meetings, and solution workshops.
• Help prepare post-tender presentations and materials to support the sales and operations teams.
• Coordinate logistics for site visits and ensure all necessary arrangements are in place.
• Maintain strong customer service skills and dedication to building long-term client relationships.

Bid Documentation & Compliance

• Assist in reviewing and formatting bid documents to ensure consistency and compliance with submission requirements.
• Prepare and compile bid documentation, including standard forms, templates, and supporting materials.
• Assist in writing and editing bid responses, ensuring alignment with client specifications and internal standards.
• Work with Business Units to gather and format relevant content such as CVs, case studies, and technical inputs.
• Ensure all bid submissions comply with client instructions and assist in the handover process for successful bids.

Operations & Tracking

• Support the end-to-end bid process for smaller opportunities, ensuring timelines and submission requirements are met.
• Gather inputs from Business Units.
• Maintain and update bid trackers with accurate status updates and submission milestones.
• Maintain bid performance tracking reports and dashboards under the guidance of senior team members.
• Organize and update the bid content library, ensuring easy access to current templates and reference materials.

Process Improvement

• Suggest improvements to templates, tools, and processes to enhance bid efficiency and quality.
• Work closely with the Bid Manager to develop customized and compelling proposals.

Qualifications & Experience

• Bachelor's degree in Business Administration, Marketing, Finance, or a related field, or professional experience equivalent.
• 1–2 years' proven experience in bid management or related roles, demonstrating successful bid outcomes.

Skills & Competencies

• Excellent organizational skills with the ability to manage multiple deadlines effectively.
• Strong written and verbal communication skills with attention to detail.
• Flexibility to adapt to changing priorities, deadlines, and bid requirements.
• Proficiency in Microsoft Office Suite and bid management software.
• Ability to work collaboratively across departments and levels within the organization.