TRINITIUM Hiring! Full Time Bid Coordinator in Selangor - Ricebowl

OPEN TO MALAYSIANS ONLY

Job Description

Position Overview

We are seeking a detail-oriented, highly organized, and proactive Bid Coordinator to join our Bid & Proposal Management team. In this pivotal support role, you will be responsible for coordinating end-to-end tender, proposal, and deal submission processes. You will serve as a key liaison between vendor principles and partner organizations, working closely alongside internal cross-functional teams—including Sales, Pre-Sales, Technical Subject Matter Experts (SMEs), Legal, and Finance—to compile, format, and ensure strict compliance of all submission documentation for RFPs, RFIs, RFQs, and formal bids.

Key Responsibilities

The Bid Coordinator will oversee the following core functions throughout the tender lifecycle:

1. Pipeline & Procurement Management

• Monitor public, private, and government tender portals regularly for relevant opportunity releases (RFPs, RFIs, RFQs).
• Download tender packages, review requirements, and create initial bid summaries and compliance matrices.
• Maintain and update the central opportunity pipeline and CRM tracking database.

2. Vendor Principle & Partner Liaison

• Serve as the primary operational point of contact and key liaison between external technology principles (OEMs/vendors) and channel partners during the tender process.
• Request, track, and collate principle-supported documentations, such as Letters of Authorization (LOA), Manufacturer's Authorization Letters (MAL), warranty statements, and official pricing/discount approvals.
• Coordinate joint proposal efforts with channel partners, ensuring alignment on submission timelines, shared responsibilities, and partner capability profiles.
• Maintain accurate records of partner certifications, principle partner-status levels, and official deal registration details.

3. Tender Documentation & Asset Management

• Draft, compile, and assemble standard tender response materials, including company profiles, executive summaries, team CVS, case studies, and reference lists.
• Gather and maintain mandatory corporate compliance documents, including tax clearance, financial statements, ISO certifications, insurance certificates, and legal attestations.
• Maintain a structured, up-to-date central repository (Content Library) of reusable bid responses, templates, solution architectures, principle datasheets, and corporate assets.

4. Stakeholder Coordination & Schedule Management

• Establish bid production schedules, set internal milestones, and assign action items across cross-functional contributors (Sales, Pre-Sales, Technical SMEs, Legal, Pricing/Finance, Principles, and Partners).
• Coordinate kickoff meetings, progress check-ins, and review sessions to keep all internal and external team members aligned with submission timelines.
• Follow up with Pre-Sales engineers, principle representatives, and technical teams to ensure prompt delivery of technical designs, scope of work, and commercial inputs.

5. Quality Control, Compliance & Formatting

• Conduct meticulous compliance reviews to ensure 100% adherence to client instructions, formatting rules, evaluation criteria, and submission guidelines.
• Proofread, edit, and format draft responses for tone, clarity, visual consistency, and brand compliance.
• Verify that technical solution specifications (from Pre-Sales/Principles), partner credentials, pricing schedules, commercial terms, and legal schedules are correctly appended and signed.

6. Submission Logistics & Post-Submission

• Manage the final compilation, indexing, bookmarking, and digital upload of bid packages to online procurement portals.
• Coordinate printing, binding, packaging, and courier delivery for physical tender submissions when required.
• Collect, document, and analyze post-tender evaluation feedback and lead lessons-learned reviews to improve future bid quality.

Key Performance Indicator

• Submission Compliance Rate: 100% compliance with tender requirements (zero disqualifications due to administrative errors or missing principle authorizations).
• On-Time Delivery: 100% on-time completion of internal reviews, partner input collection, and portal/physical submissions.
• Principle & Partner Collateral Timeliness: Zero submission delays caused by late receipt of vendor LOAs, partner profile documents, or pricing approvals.
• Content Library Maintenance: Quarterly updates of core compliance files, standard responses, Pre-Sales solution templates, partner credentials, and case studies.
• Stakeholder Feedback: Positive collaboration ratings from internal teams (Sales, Pre-Sales, Legal, Finance) and external partners/principles.

Qualifications & Requirements

• Education: Bachelor's degree in Business Administration, Communications, Marketing, Information Technology, English, or a related field.
• Experience: 2 to 4 years of hands-on experience in bid coordination, proposal administration, or tender management support, with demonstrated experience liaising with technology principles/vendors and channel partners alongside Sales and Pre-Sales teams.
• Software Proficiency: Advanced skills in Microsoft Office (Word, Excel, PowerPoint), Adobe Acrobat Professional, and cloud-based document management tools (Google Workspace, SharePoint). Experience with online tender portals (e-Procurement platforms) is required.