About the job
Work Type: In-Office
Location: Abu Dhabi, Mustard & Linen HQ
The Bid Coordinator plays a key role in supporting the preparation and submission of tender documents for interior design projects. Working closely with the commercials, and project teams, the coordinator ensures our proposals are aligned with client requirements, scope of work, and company standards. This role requires strong attention to detail, good organizational skills, and a solid understanding of the interior design and construction industry.
Responsibilities
1. Bid & Proposal Coordination
- Review and analyze tender invitations (RFPs/RFQs) to understand project requirements and ensure alignment with submissions.
- Prepare and maintain proposal documentation including technical proposals, company profiles, timelines, and compliance materials.
- Collaborate with the design, finance and business development team to ensure submissions reflect the intended scope and deliverables.
- Adapt and update internal proposal templates based on specific tender requirements.
- Coordinate the timely completion and submission of all tender-related documents.
- Follow up on tender submissions and track the status of purchase orders (POs) to ensure timely feedback and contract progression.
- Maintain and organize a library of up-to-date company credentials, portfolios, and proposal components.
- Maintain the weekly project tracker up to date with current information on the status of each project.
- Assist in formatting and proofreading documents to ensure clarity, consistency, and professionalism.
2. Variation Order (VO) Management
- Act as the main point of contact for VO documentation, from identifying scope changes to final submission.
- Collaborate with project managers, design leads, and QS to develop accurate VO descriptions, justifications, and pricing.
- Prepare VO packages for client approval, ensuring clarity, structure, and commercial consistency.
- Track all submitted variations, client feedback, approvals, and financial impacts.
3. Commercial & Process Support
- Develop and maintain templates, trackers, and checklists for both bids and VOs to streamline processes and improve response quality.
- Ensure all documentation is archived and retrievable in alignment with project and audit requirements.
- Monitor industry platforms and portals for new business opportunities and tender alerts.
Qualifications & Skills
- Bachelor's degree in surveying, architectural and/ or engineering related field.
- 4 to 5 years of relevant experience in tender coordination, proposals, or project support, preferably in the interior design or construction sector.
- Strong organizational and management skills. Strong understanding of contract language, pricing structures, and project workflows.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Word, PowerPoint, and Excel, knowledge in AI platforms would be advantageous.
- Familiarity with the design and fit-out process is highly desirable.
Job Type: Full-time