Bid Administration Coordinator

GIBB is a multi-award winning partner of choice for, the private sector, state owned enterprises and governments. We have the proven experience, talent, and expertise to respond to the numerous infrastructures demands and needs of the continent. The Transportation Sector is busy with a number of large and exciting projects and is looking for talented individuals. If you would like to make a difference in people’s lives, and become an expert in your field, please apply for the challenging roles we have available. This Sector is looking for a talented professional to complement their team, in the form of a Business Development Coordinator . We welcome your application if you meet the requirements, listed below, for this position. The below listed responsibilities and requirements is assessed during the interview stages and will further be confirmed with the relevant professional references that you currently are or have reported to in your previously two positions. The below listed responsibilities and requirements is assessed during the interview stages and will further be confirmed with the relevant professional references that you currently are or have reported to in your previously two positions. Core Purpose of the Role: The Business Development Coordinator provides strategic support to the bid management teams and drives and coordinates business development activity under the guidance of the Business Development Executive. The role works closely with Business Development teams and Market Sector Coordinators and aligns with Marketing and Group reporting requirements. ROLES AND RESPONSIBILITIES Bid Strategy & Development Support bid-win strategy development for blue-sky and strategic bids, collaborating with senior management to align bid strategies with the organisation's goals and objectives. Oversee development of the bid proposal, ensuring it is aligned to the bid strategy and meets all client requirements. Review and edit proposal content for clarity, consistency and compliance with guidelines. Conduct thorough research on the client, project requirements and competitors to inform bid strategy. Anchor quality bid management on high-value, strategic and blue-sky bids across all Group regions, conducting reviews and evaluations to identify areas for improvement in future bids. Provide bid project planning and support for blue-sky, high-value and complex bids. Prepare documentation packs for blue-sky and tender submissions for internal Delivery Units. Drive and coordinate business development activity across GIBB Pty and, where required, the Group, focusing on unsolicited, strategic and blue-sky bids. In conjunction with the Market Sector Coordinator team, develop and champion the Africa Desk. Bid Office Leadership & Support Coordinate the business development admin team, providing direction, reviewing their work and gathering input; support the LDP and assigned YES programme. Manage Bid Office integration and the development of efficiencies and effectiveness with projects and business development. Develop a comprehensive support plan for the Bid Office, covering task automation, template enhancement and boilerplate improvements. Manage business development activities across GIBB Pty and, when required, the Group. Carry out the full scope of Business Development Coordinator responsibilities for the Group. Quality Assurance & Governance Implement a quality assurance process that aligns the flow of information from business development teams into bid management, including final review of submissions, to improve the bid win ratio and ensure high-quality, error-free submissions that meet all specified criteria. Ensure improved governance and adherence to relevant regulations and GIBB compliance requirements. Identify potential risks and challenges associated with a bid and develop strategies to mitigate them. Manage and action identified and assigned business development risks; align business development policies and procedures to address and mitigate concerns raised by clients. Develop and monitor business development procedures, quality standards and policies. Knowledge, Document & Data Management Manage the Business Development repository / SharePoint site (Intranet/SharePoint) to ensure consistency and data availability. Archive bid documentation for future reference and analysis. Manage the sub-consultant database to support strategic bidding. Maintain and improve the project database; standardise sub-consultant and client reference letters; keep supporting documents aligned. Maintain efficient and effective bid management templates, including CVs and project sheets. Client & Stakeholder Relationship Management Develop collateral that fosters positive relationships with clients and key stakeholders during the bidding process, in alignment with the marketing team. Develop and maintain relationships with a variety of centres of influence to assist in managing, closing and originating transactions. Build deep relationships with GIBB's key stakeholders — executives and business owners. Facilitate and coordinate meetings with strategic partners and potential clients. Support contract negotiation with GIBB clients on blue-sky bids, in alignment with management and support teams. Provide strategic support at all levels of direct negotiation and across the bid process lifecycle. Enable integration of strategic considerations into partner selection for key opportunity pursuits. Client Feedback & Continuous Improvement Own the client feedback process: ongoing review and update of the client survey process; monitor, maintain and report on client relations, including client retention and satisfaction index. Collate and capture client feedback on all bids deemed strategic or high-impact, feeding insights back into bid strategy. Support the Bid Office in driving changes and improvements arising from post-bid debriefs. Consolidate tender feedback to identify win/loss patterns and trends. Reporting, Budget & Pipeline Management Monitor and track the utilisation of business development budgets. Support the management of opportunity pipelines and coordinate client engagement activities through Market Sector Coordinators. Develop and implement sales reporting and pipeline statistics. Provide input into BD MANCO and BD Group reporting for GIBB Pty. Prepare and present reporting at staff meetings and monthly Business Development MANCO meetings. Provide strategic support in building bid win ratios — baseline, trend graphs, win ratio by value and by number, and growth in project fee per project. Skills Development Research relevant training content, develop bid training material and facilitate training sessions.