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

 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 follow‑ups.
• 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.

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.

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 customer‑facing materials.

Administrative, Operational & Cross‑Department 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.

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.

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.

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.

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.

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.

Meetings

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

Qualifications

• Bachelor’s degree in Business Management or Business Administration.
• Knowledge and hands‑on 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.