Senior Administrator - Bid Management

The Senior Administrator - Bid Management is responsible for coordinating and managing the end-to-end bid and proposal process to ensure the timely and compliant submission of high-quality proposals. The role works closely with sales, legal, finance, and technical teams to prepare competitive bid responses, maintain proposal standards, and ensure alignment with organizational governance and client requirements.

This position plays a critical role in supporting business growth by ensuring proposals are well-structured, compliant with tender requirements, and submitted within strict deadlines across multiple markets and solution areas.

Responsibilities:

Bid & Proposal Management

• Manage and coordinate the full lifecycle of bid and proposal activities across multiple solutions and regions.
• Review tender requirements and ensure compliance with client qualification criteria.
• Coordinate the preparation, review, and submission of proposals to ensure accuracy, completeness, and quality.
• Ensure proposal documentation meets required standards for format, structure, and presentation.
• Verify that all proposal components are current and complete, including legal terms, financial details, SLAs, and supporting documentation.
• Ensure proposals are submitted within defined deadlines while maintaining high quality standards.

Bid Coordination & Submission

• Prepare and package bid documentation for submission in accordance with tender requirements.
• Manage bid submission processes, including physical and online tender submissions.
• Coordinate internal communication across stakeholders to ensure timely delivery of required inputs.
• Track critical bid timelines, milestones, and deliverables.

Documentation & Compliance

• Maintain and update proposal templates, documentation standards, and supporting materials.
• Coordinate the preparation of legal documentation required for bid participation.
• Ensure all supporting documentation such as CVs, certifications, and work references are included and up to date.
• Support contract development processes related to awarded bids.

CRM & Sales Operations Support

• Ensure all bids and proposal activities are accurately recorded within the CRM system.
• Support the Sales Operations team in maintaining CRM data accuracy and reporting.
• Assist in tracking bid-related performance metrics, dashboards, and KPIs.

Communication & Coordination

• Serve as a coordination point for bid-related communication between internal teams and clients.
• Monitor bid management communication channels and ensure timely distribution of relevant updates to stakeholders.
• Track action plans and follow up on pending deliverables to ensure timely bid completion.

Requirements

• Bachelor’s degree in Business Administration, IT, Management, or a related field
• Minimum 5 years of experience in bid management, proposal coordination, or sales operations
• Strong English and Arabic writing and communication skills
• Experience working with enterprise or government tender processes is preferred
• Knowledge of the Saudi bidding market is considered an advantage
• Strong understanding of bid management and proposal development processes
• Experience working with CRM systems and sales reporting tools
• Proficiency in Microsoft Office tools, particularly Word, Excel, and PowerPoint
• Good knowledge of document management and proposal formatting tools (e.g., Adobe Acrobat)
• Familiarity with online tendering platforms
• Knowledge of MS Visio and MS Project is an advantage