Bidding Assistant

**Position Summary**

The Bidding Assistant will support the Bidding or Procurement team in preparing, coordinating, and submitting bids and proposals to prospective clients or government agencies. This includes developing responses for Requests for Proposals (RFPs) and Requests for Quotations (RFQs), ensuring accurate documentation and compliance. The role requires excellent attention to detail, strong organizational skills, and the ability to manage multiple priorities under tight deadlines. As a Bidding Assistant, you will play a critical role in ensuring the completeness, accuracy, and compliance of all bid documents and processes.

**Key Responsibilities**
- **Bid Preparation & Documentation**:

- Assist in collecting, organizing, and formatting all relevant documentation required for RFPs, RFQs, and other bid types (technical, financial, legal, compliance, etc.).
- Coordinate with various internal stakeholders (legal, finance, technical, operations) to gather necessary inputs.
- Maintain version control and ensure proper documentation of bid proposals, including requirements outlined in the RFP/RFQ.
- **RFP/RFQ Response Management**:

- Carefully review RFPs and RFQs to understand client requirements, scope of work, evaluation criteria, and submission guidelines.
- Collaborate with cross-functional teams to develop accurate, compliant, and competitive responses that meet or exceed the client’s expectations.
- Track progress against RFP/RFQ timelines, ensuring all questions and clarifications are addressed promptly.
- **Research & Analysis**:

- Conduct preliminary market research and competitor analysis to inform bid strategies and pricing for RFPs/RFQs.
- Monitor various tender portals, government sites, and other channels for new bidding opportunities.
- Gather information on client requirements, project scope, and compliance standards to incorporate into the bid.
- **Compliance & Quality Control**:

- Ensure that RFP and RFQ submissions meet all client and regulatory requirements, including formatting, content, and deadline compliance.
- Verify that all submissions are accurate, complete, and adhere to specified proposal guidelines.
- Perform final checks on proposals, ensuring proper grammar, layout, and compliance with brand and client guidelines.
- **Administrative & Logistical Support**:

- Manage the bid calendar, RFP/RFQ deadlines, and submission timelines.
- Schedule and coordinate team meetings, conference calls, and proposal review sessions.
- Track the status of ongoing bids and maintain a detailed record of results for future reference and reporting.
- **Communication & Coordination**:

- Act as a liaison between the bidding team and external parties (subcontractors, vendors, partners) to secure necessary documents or clarifications for RFPs/RFQs.
- Communicate progress updates, obstacles, and potential risks to the Bidding Manager or relevant stakeholders.
- Facilitate clear, concise information sharing and collaboration within the team.
- **Post-Submission Activities**:

- Assist in clarifications or additional documentation requests from clients post-submission.
- Gather feedback and conduct lessons-learned reviews to improve future RFP/RFQ response strategies.
- Maintain a database of past submissions, client feedback, and best practices.

**Qualifications & Experience**
- **Education**: Bachelor’s degree in Business Administration, Marketing, Communications, or a related field (or equivalent experience).
- **Experience**: 1-3 years of experience in an administrative, sales support, or procurement role; experience with bidding or proposal preparation (especially with RFPs/RFQs) is a plus.
- **Technical Skills**:

- Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
- Familiarity with e-procurement platforms or CRM tools is desirable.

**Key Skills & Competencies**
- **Attention to Detail**: Ability to proofread and ensure accuracy in complex documents, particularly RFP/RFQ responses.
- **Organizational Skills**: Strong time management and multitasking abilities to handle multiple RFP/RFQ deadlines concurrently.
- **Communication**: Clear and concise written and verbal communication skills, with the ability to interface effectively with team members and external stakeholders.
- **Teamwork**: Willingness to collaborate in a cross-functional environment and support colleagues to meet shared goals.
- **Adaptability**: Capable of working in a fast-paced setting, handling sudden changes or new requirements efficiently.
- **Analytical Thinking**: Able to interpret RFP/RFQ requirements and identify key elements to deliver high-quality proposals.

**Why Join Us**
- Opportunity to work in a dynamic, fast-paced environment where your organizational and analytical skills will have a direct impact on winning new business.
- Collaborative team culture with growth opportunities and professional development.
- Competitive compensation package and benefits, along with flexibility and