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Bid Coordinator

Location: Dubai
Salary: Up to AED 12,000
Job Code: 329/001/250
Industry: Interior Design / Architecture
Reporting to: Operations Manager

Job Brief:
We are seeking a detail-oriented and organized Bid Coordinator to support the operational and commercial functions of our interior design firm. This role focuses on the end-to-step management of the bidding process, ensuring all proposals are of the highest quality and submitted on time. Reporting directly to the Operations Manager, the Bid Coordinator will act as a vital link between the design, technical, and commercial teams to ensure smooth project onboarding and accurate documentation.

Job Responsibilities:
  • Tender Management: Coordinate and manage all tender submissions, ensuring full compliance with client requirements and strict adherence to deadlines.
  • Operational Support: Work closely with the Operations Manager to track project progress, monitor staff workloads, and ensure work is distributed efficiently.
  • Documentation & Contracts: Maintain and monitor invoicing, client contracts, and legal documentation, ensuring all records are accurate and up to date.
  • Internal Coordination: Serve as a central point of contact for project updates, ensuring design and technical teams are aligned on deliverables.
  • Process Optimization: Assist in implementing and maintaining operational workflows and systems to enhance company-wide efficiency.
  • Reporting: Prepare regular reports on bid status, project timelines, and operational insights for the Operations Manager.
  • Quality Control: Review all outgoing bid documents for consistency, professional formatting, and alignment with the brand standards.
Job Requirements:
  • 3+ years of experience as a Bid Coordinator, Project Coordinator, or in a similar operational support role within the interior design, architecture, or construction industry.
  • Strong understanding of design industry practices, project management workflows, and the lifecycle of a design project.
  • Proficiency in project management tools (e.g., Asana, Trello, MS Project) and advanced knowledge of the Microsoft Office Suite.
  • Excellent organizational and communication skills, with the ability to collaborate effectively across different departments.
  • Solid knowledge of tendering processes, contract management, and basic invoicing procedures.
  • Exceptional attention to detail with the ability to manage multiple bids and administrative tasks simultaneously under pressure.
  • Problem Solving: A proactive approach to identifying bottlenecks in the bidding process and suggesting improvements.

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