Introduction

Overview: The Bid Coordinator supports the end-to-end management of bid and proposal activities, ensuring high-quality, compliant, and timely responses to client opportunities (RFPs, RFIs, RFQs). This role acts as the central coordinator across Sales, Subject Matter Experts, Pricing, Legal, and Operations, ensuring that all bid inputs are aligned, complete, and delivered on time. The Bid Coordinator plays a key role in improving bid quality, efficiency, and win rates.

Job Description

Key Responsibilities

Bid Planning & Coordination

• Coordinate the end-to-end bid process from qualification to submission
• Develop and manage bid timelines, milestones, and deliverables
• Schedule and facilitate bid kick-offs, reviews, and governance checkpoints
• Track progress and ensure all contributors meet deadlines

Content & Response Management

• Compile and structure responses to RFPs, RFIs, and RFQs
• Work with SMEs to gather technical, commercial, and operational inputs
• Ensure consistency, clarity, and quality across all proposal content
• Maintain and update standard response templates and content libraries

Stakeholder Management

• Act as the central point of contact for all bid-related activities
• Coordinate inputs from: Sales / Account teams Product / Technical SMEs Pricing / Finance Legal / Compliance
• Escalate risks or delays proactively

Governance & Compliance

• Ensure all submissions comply with: Client requirements Internal governance and approval processes Brand and quality standards
• Support bid review processes (e.g., red team, compliance checks)

Document Management & Submission

• Prepare final bid documents, ensuring accuracy and completeness
• Manage version control and document formatting
• Coordinate submission (portals, email, physical where required)
• Ensure all required documentation is included

Continuous Improvement

• Capture lessons learned and feedback from bids (win/loss)
• Maintain bid libraries, templates, and best practices
• Identify opportunities to improve bid processes and efficiency

Required Skills & Qualifications: Required

• 2-5 years experience in bid coordination, proposals, sales support, or project coordination
• Strong organizational and project management skills
• Excellent written and verbal communication skills
• High attention to detail and ability to manage multiple deadlines
• Ability to work cross-functionally in a fast-paced environment

Preferred Skills & Qualifications: Preferred

• Experience with formal bid processes (RFP / RFQ / RFI)
• Familiarity with proposal tools (e.g., SharePoint, HubSpot, RFPIO)
• Experience in enterprise, SaaS, or services environments
• Understanding of commercial or pricing inputs

About Us

SymphonyAI is building the leading enterprise AI SaaS company for digital transformation across the most critical and resilient growth industries, including retail, consumer packaged goods, financial crime prevention, manufacturing, media, and IT service management. Since its founding in 2017, SymphonyAI today serves 1500+ Enterprise customers globally and has grown to 3,000 talented leaders, data scientists, and other professionals across over 30 countries.