Bid Coordinator

Bid Coordinator Job Description - Title Variations

Depending on your industry and geography, you may not have the title Bid Coordinator but will have similar responsibilities to those outlined below. Common job title variations include: Document Manager; Proposal Administrator; Pitch Assistant; Bid Administrator; Sales Support Executive; or OJEU Manager.


The Bid Coordinator will coordinate and produce the bid or proposal response document. Responsibilities include the introduction and implementation of all necessary document version control procedures and processes. This role requires forensic levels of attention to detail and an ability to work under pressure and to demanding deadlines.


Proven ability in planning, producing and delivering compliant proposal documents within a complex business environment. The Bid Coordinator will be experienced in attending proposal kick-off meetings, participating in storyboard sessions, attending review meetings / final document review, managing document governance / sign off, print production and delivery of the completed proposal.

Core Responsibilities

  • Production and delivery of compliant, professionally produced proposals within customer defined timeframes

  • Coordinate proposal input from a variety of stakeholders, typically involving contributions from sales, marketing, product teams, finance, commercial, legal and delivery

  • Champion document management and change control best practices

  • Ensure proposal documents follow standard formatting and quality standards

  • Provide advice on flow, language, and grammar to content owners

  • Consolidate sections and / or documents developed by other team members into the required tender format

  • Maintain and make available master document sets

  • Ensure consistent branding for all company specific documents

Reporting Line

In a large corporate / multinational, the Bid Coordinator will be part of a proposal team that has defined roles and responsibilities. Typically, the role will report into the lead Proposal or Bid Manager.

In a small-medium sized enterprise, the Bid Coordinator responsibilities will typically fall under the remit of the standalone Bid / Proposal Manager. Typically, the role will report in to a Sales / Marketing or Managing Director.


  • Advanced level MS Office skills (particularly MS Word)

  • Skills in a range of industry desktop publishing software

  • Professional understanding of templates, macros, and styles

  • Certified to APMP Foundation