Bid and CRM Coordinator

Job Purpose

The Bid and CRM Coordinator supports the Sales & Marketing function by ensuring efficient operations seamless communication and smooth coordination with customers OEM partners and internal teams. The role strengthens the sales pipeline enhances responsiveness supports proposal and bid management and contributes to overall commercial excellence.
The position requires strong CRM knowledge and a background in Business Management or Business Administration.

Key Responsibilities

1. Bid Coordination Sales Support & CRM Administration

• Manage the full presales and bid cycle: enquiry logging bid documentation preparation bid tracking and proposal coordination.
• Coordinate sales operations and Sales Closure meetings; maintain visibility of all proposals deadlines and followups.
• Prepare and circulate meeting minutes and track action items to closure.
• Prepare sales dashboards performance reports and pipeline updates.
• Ensure pricing approvals internal validations and proper document control.
• Oversee Bid/No-Bid evaluations and maintain structured bid documentation.
• Maintain CRM accuracy by updating opportunities monitoring deal stages and following up with sales engineers.

2. OEM & Strategic Partner Engagement

• Serve as the primary coordination point for OEM partners.
• Track quotation turnaround times and escalate delays when required.
• Coordinate POR meetings cadence reviews and OEM alignment sessions.
• Maintain updated OEM price lists communications and product updates.
• Track delayed orders and issue timely escalations.

3. Customer Engagement & Frontline Coordination

• Respond to general customer enquiries professionally and promptly.
• Coordinate customer meetings documentation requirements and follow-up action items.
• Support onboarding documentation vendor registrations and tender prerequisite submissions.
• Maintain updated customer contact lists and assist in preparing customerfacing materials.

4. Administrative Operational & CrossDepartment Coordination

• Provide administrative support including meeting scheduling travel coordination and documentation.
• Coordinate with HR Finance Operations Procurement and Projects for smooth information flow.
• Track cross-functional action items and follow up for timely closure.
• Support compliance audit requirements and internal reporting.

5. Logistics Events Marketing Support & Inventory Coordination

• Coordinate the movement availability and distribution of marketing materials.
• Support exhibitions roadshows workshops demos and product launches.
• Maintain inventory of branded and promotional materials.
• Track shipments and provide onsite support during events.

6. Documentation Compliance & Quality Assurance

• Ensure proposals tenders and submissions meet compliance and quality requirements.
• Manage version control and maintain authorized templates and technical documents.
• Support quality checks and maintain secure confidential document records.

7. Process Improvement & Operational Excellence

• Identify and recommend improvements to enhance bid and sales coordination efficiency.
• Support digital automation CRM enhancements and workflow optimization.
• Standardize templates forms and reporting structures to improve consistency.

8. Delegated Responsibilities During Sales Manager Absence

• Oversee sales operations and pipeline tracking.
• Update CRM with latest deal movements and opportunity stages.
• Track proposal deadlines tender schedules and customer follow-ups.
• Prepare and circulate weekly pipeline and status reports.
• Follow up on pending actions with sales engineers.

9. Reporting Dashboards & Analytics

• Generate weekly and monthly sales performance reports.
• Update dashboards: targets achievements funnel metrics hit rates.
• Track team KPIs and provide exception reports for management.

10. Meetings

• Initiate or attend departmental or crossdepartmental meetings on behalf of the Sales Team or Sales Manager.

Qualifications :

• Bachelors degree in Business Management or Business Administration.
• Knowledge and handson experience with CRM systems (e.g. Salesforce HubSpot Zoho Dynamics).
• 5 years of experience in sales coordination bid administration CRM support or client relationship management (preferably in engineering construction or real estate).
• Familiarity with advertising platforms and event planning.

Remote Work :

No

Employment Type :

Full-time