Bid Coordinator At Climatize

Climatize is a sustainability and engineering consultancy renowned for its expertise in green building engineering and environmental strategies. Specializing in net-zero consultancy, life cycle assessments, resource efficiency, and the integration of green technologies, Climatize offers tailored solutions across sectors including commercial, residential, hospitality, and urban development. In 2024, Climatize was acquired by Serco, a global public services company, and integrated into Serco’s advisory division, +impact, in May 2025. This strategic move enhances Serco's capabilities in delivering end-to-end sustainability solutions, empowering governments and businesses in the Middle East to achieve their Environmental, Social, and Governance (ESG) goals. Climatize's commitment to excellence has been recognized with the "Sustainable Consultancy of the Year" award at the 2024 Middle East Consultant Awards.

Your Opportunity

The Bid Coordinator at Climatize supports the Bid Manager in ensuring the successful preparation, submission, and tracking of high-quality proposals. This role involves managing the bid lifecycle, maintaining bid-related documentation, and assisting with prequalification and other business development tasks, while ensuring all submissions align with the company’s standards and sustainability-focused approach.

Key Accountabilities

Bid Management

• Collaborate with the Bid Manager to create, manage, and deliver competitive proposals for sustainability-related projects.
• Analyze Requests for Proposals (RFPs) to identify key requirements, compliance needs, and deliverables.
• Develop proposal templates and ensure all submissions are formatted according to client and Climatize standards.
• Coordinate inputs from internal teams, subconsultants, and external partners to meet proposal deadlines.
• Track proposal progress, ensuring all documents and responses are submitted on time and to a high standard.

Prequalification and Documentation

• Prepare and update prequalification submissions, ensuring all company profiles, certifications, and relevant documents are current.
• Maintain and organize Non-Disclosure Agreements (NDAs) for project engagements.
• Regularly update and enhance project sheets, case studies, and reference materials to showcase the company’s expertise in sustainability.
• Ensure all project sheets include accurate data on sustainability metrics, gross floor area (GFA), and design timelines.

Pipeline Management and Opportunity Tracking

• Log and track bid opportunities in the project pipeline, ensuring timely follow-up on submissions and deadlines.
• Provide regular updates to the Bid Manager on the status of opportunities and assist in prioritizing bids.

Coordination and Communication

• Act as the central point of communication for bid-related activities, ensuring alignment between technical, legal, and finance teams.
• Schedule and manage bid-related meetings, preparing agendas, taking minutes, and following up on action items.
• Facilitate clear communication with external partners and clients to gather required documents or clarify requirements.

Quality Control and Submission

• Proofread, format, and edit bid documents to ensure accuracy, professionalism, and compliance with RFP requirements.
• Check for consistency in language, tone, and branding across all proposals and marketing materials.
• Conduct pre-submission reviews to ensure proposals meet internal standards and client expectations.

Reporting and Post-Submission Activities

• Track outcomes of submitted bids, recording wins, losses, and feedback for continuous improvement.
• Assist in preparing post-submission reports, highlighting lessons learned and areas for improvement.
• Support the Bid Manager in creating bid performance dashboards and maintaining records of all submitted proposals.

Administrative and Strategic Support

• Maintain a central repository of bid templates, past proposals, and reference materials for easy access and reuse.
• Support the Bid Manager with market research, competitor analysis, and strategy development.
• Assist in drafting job descriptions and coordinating interviews for bid-related roles.

Specific Requirements

Experience

• 3+ years of experience in bid coordination, proposal management, or a similar role.
• Experience managing bids for large-scale projects in the GCC is an advantage.
• Familiarity with sustainability-focused RFPs and tender processes is highly desirable.

Technical Skills

• Proficiency in MS Office Suite (Word, Excel, PowerPoint) and Adobe Acrobat.
• Experience with project pipeline management tools or CRM systems is a plus.

Key Competencies

• Strong organizational and time management skills.
• Excellent communication and interpersonal abilities.
• High attention to detail and ability to meet tight deadlines.
• Collaborative mindset with a proactive approach to problem-solving.