Tendering Coordinator

You will help submit tenders on time and compliant with both the Client requirements and internal procedures. Ensure all clarifications and correspondence are managed and documented correctly through the tender process. Schedule the respective gate approval meetings and prepares the required documentation to facilitate the internal approval process.

KEY ACTIVITIES

• Develop the Tender plan that will coordinate the actions, inputs, and deliverables from the proposal team in order to adhere to internal procedures and meet client deadlines.

• Ensure Deviation Approvals are authorized and documented in the appropriate network drive (for contract, insurance or finance where applicable).

• Ensure internal and external meetings are minuted and distributed to the appropriate recipients.

• Ensure that all PROCEDURE/Work instruction are adhered to.

• Ensure all stage gate meeting invitees are per the AUTHORITY MATRIX and the slide decks contains the pertinent information to ensure the approvers understand the capture plan, project risk profile, cost base assumptions, execution plan, SWOT analysis, etc.

• Ensure that tender documents issued to the Client are of good quality, and that any client supplied forms / templates are filled out accurately and consistent with internally approved documents.

• Ensure that there is a controlled and documented communication plan with the client for clarifications and general communication.

• Develop an internal communication plan depending on the complexity of the tender. The internal communication plan should contain a distribution list of proposal team members who need to be notified depending on the content of the message.

• Ensure Risk Assessment Workshops are scheduled and Risk Matrix issued per PROCEDURE/Work instruction.

• Ensure that any Contract issued by the Client is in accordance with the agreements reached through the course of the negotiations.

• Ensure that on award of a Contract/PO, handover meeting (to the ‘Do it’ organization) is scheduled in a timely manner and a full briefing is made to the Project Team.

• Work with proposal team/procurement/subcontracts/estimating organizations to ensure costs are accurate and optimized
  

QUALIFICATIONS

• Preferred: Professional or degree-level qualification in an Engineering, Construction, Business or Legal discipline
• 5-10 years of experience
• Preferred: Experience in a commercial environment
• Preferred: Construction/engineering sector experience strongly preferred
• Able to communicate with professional and technical personnel at all levels in the organization
• Able to work within and contribute to a motivated and professional team
• Ability to master larger, more complex project brief including working with potential consortium / joint venture partners