Due to the continuing success and growth of our AESG team, a fantastic opportunity has opened up at our award-winning Specialist Consultancy, Engineering and Advisory Firm.

We are headquartered in London, Riyadh, Singapore and Dubai, Cape Town, Cairo & Sydney working throughout the Middle East, Europe and Asia. Our areas of expertise are represented in four core verticals: Building Engineering, Planning and Infrastructure, Strategy and Advisory and Commissioning, Handover and Asset Management.

We pride ourselves in being leaders in the industry in each of the services that we offer. We have one of the largest dedicated team with decades of cumulative experience in sustainable design, fire and life safety, cost management, façade engineering, commissioning, building performance, waste management, environmental consultancy, carbon management and acoustics.

JOB PURPOSE

• Follow up on submitted proposals to support project awards.

• Responsible for the efficient and effective running and management of the entire bid process, ensuring a high level of excellence at all times.

QUALIFICATION / EXPERIENCE

• Bachelor’s degree level or relevant academic certification to carry out the role.

• Minimum 3-5 years of experience in bid coordination.

GENERAL EXPECTANCY

• Significant experience and advanced competencies.

• Able to work independently on complex tasks.

RESPONSIBILITIES

• Review RFP and PQ requests independently.

• Draft proposals, coordinate proposal internally and compile final proposal for submission

• Pricing of standard bids

• Responsible for the coordination of bids with the Heads of Divisions and gathering of fees

• Review RFP documents and tender clarifications independently and inform the team of any changes due to clarifications received

• Mentor other bid coordinators.

• Manage and ensure proposal templates are up to date.

• Ensure that all documents received and submitted to the client, including proposal document, revision to proposal document, clarifications, responses to clarifications, BAFO documentation, resource schedules as well as email correspondence are properly filed in the server.

• Prepare Pre-Qualification documents and seek input from Heads of Divisions if required.

• Review proposal/prequalification drafts prepared by other bid coordinator(s) when needed.

• Ensure that all proposals, including revisions to the proposal submitted, are recorded in NetSuite in a timely manner.

• Identify areas of improvement in the proposal process.

• Lead and coordinate monthly bids team meeting.

• Issue IMS email (handover of bid information to the internal teams) for project awards.

COMPETENCIES

• Leadership / Management skills - Delegating tasks, providing feedback and coaching abilities. Responsible for the day-to-day management, optimisation of their teams’ operations and performance.

• Communication / Collaboration - Collaborating, sharing insights, and coordinating efforts across departments. Handling disagreements or conflicts within teams constructively. Excellent communication and listening skills, setting realistic expectations. Understanding the importance of tailoring communication style to different audiences.

• Technical Knowledge / Expertise - Undertaking more intricate tasks and operational projects and applying knowledge to solve practical problems. Showcasing analytical prowess and capacity to independently carry out tasks. Committed to learning and continually expanding their knowledge base.

• Creativity / Innovation - Staying informed about the latest developments with industry technological advancements and sharing initiatives to foster creativity.

• Stakeholder Focus / Relationship Building -Working independently and managing and liaising with stakeholders. High level of employee satisfaction and feedback.

• Strategic Vision / Planning -Contributing to the larger picture. Buy-in to corporate and operations strategy.

DEMONSTRATED KNOWLEDGE BASE AND PROFESSIONAL SKILLSET

• Time Management / Planning - Monitor progress and time taken to complete tasks to ensure tasks completion stays on track. Balancing the time spent on activities, understanding and prioritising the urgency of tasks. Forecasting issues that will hinder the accomplishment of tasks. Effectively handling multiple tasks without compromising quality.

• Industry Experience / Thought Leadership - Demonstrating experience on a wide range of operational projects and tasks. Proven ability to efficiently manage deadlines. Establishing credibility amongst stakeholders.

• Operational Delivery - Developing skill in task management, process optimisation and problem solving.

• Leadership / Team Management Experience - Begin taking the lead responsibility on tasks. Demonstrable experience in mentoring junior team members/graduates. Upholds AESG Core Values.

• Commercial Acumen/ Business Development - General understanding of the operational and commercial aspects with the organisation, including cost control. Assisting senior team members in tasks, tracking progress, maintaining documentation, and ensuring smooth coordination.

• Problem Solving / Decision Making - Coordinating tasks and solving specific problems within the areas of responsibility. Developing more advanced problem-solving skills, such as root cause analysis. Becoming proficient at making decisions that impact their immediate teams.

• Employee Focus / Process Compliance - Specialising in employee-centric roles, coordinating efforts to enhance employee experience. Planning and executing recognition programs, conduct surveys and organising well-being initiatives. Identifying external regulations impacting the organisation.

Upholding AESG Core Values

1. Honesty & Transparency: Delegate work reasonably.

2. Stakeholder Collaboration: Consider requirements and plan for support.

3. Adaptability & Flexibility: Embrace new ideas and adjust priorities accordingly.

4. Innovative Culture: Apply self-motivation to complete tasks efficiently.