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 focused 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