Bid Support Coordinator

Brief Description

Job Title - Bid Support Coordinator

Location – Bengaluru (Hybrid)

Experience – 3-5 years

Role Overview

The Bid Support Coordinator provides structured, reliable administrative and coordination support across the bid lifecycle, with a particular focus on pre-kick-off preparation, action tracking during bid delivery, and post-submission administration. The role underpins the effective running of bids by ensuring that governance steps, documentation, records and follow-on actions are managed accurately and on time, enabling Bid Managers and contributors to focus on content quality and strategy.

This is a delivery-focused coordination role rather than a writing role. Accuracy, organisation, follow-through and confidence in chasing actions are central to success.

Pre-Kick-off and Opportunity Setup

The postholder prepares bids for delivery by establishing the administrative foundations before formal kick-off. This includes setting up bid folders, templates and tracking tools in line with Resillion standards, confirming timetable assumptions, and ensuring mandatory artefacts such as pre-kickoff briefings are ready for use. They support bid kick-off meetings by preparing packs, recording actions, and confirming ownership and deadlines. They also assist with governance readiness, ensuring that approval steps and internal review points are understood and diarised from the outset.

Bid Delivery Support and Action Tracking

During the live bid phase, the Bid Support Coordinator maintains the operational running of the bid. This includes tracking actions and commitments from meetings, monitoring progress against the bid plan, and proactively chasing inputs, reviews and approvals. The role requires regular liaison with contributors, reviewers and approvers.

Submission and Post-Submission Administration

The role supports the mechanics of submission, ensuring that final documents are complete, correctly formatted, approved and submitted in line with client instructions. Following submission, the postholder manages post-submission administration including clarification logs, coordination of responses, archiving of final materials, and completion of internal records. They ensure that final bid packs and contracts are properly stored and accessible for future reference, audit or reuse.

Key Responsibilities

• Set up bid workspaces, templates, trackers and folders in line with Resillion bid process standards.
• Prepare and maintain bid schedules, action logs and review trackers.
• Support kick-off meetings and reviews, capturing actions and tracking progress to closure.
• Maintain document control throughout the bid lifecycle.
• Chase contributors, reviewers and approvers to agreed deadlines in a professional and constructive manner.
• Prepare and manage any internal governance and approval paperwork.
• Support final publication and submission activities.
• Maintain accurate audit trails of inputs, approvals and decisions.
• Ensure Salesforce reports are accurate and up to date..
• Coordinate post-submission clarifications and requested follow-on information.
• Archive final submissions and supporting materials for reporting, audit and reuse.
• Provide regular status updates to the Bid Manager and Commercial leadership as required.
  
  

Performance Measures

• Bid set-up completed accurately and on time prior to kick-off.
• Clear, up-to-date action and progress tracking throughout bid delivery.
• Timely completion of governance and approval steps.
• Consistent compliance with document control and audit requirements.
• Positive feedback from Bid Managers and contributors on organisation and support.
  
  

Required Skills And Experience

• Experience in bid coordination, project coordination or a similar administrative role with fixed deadlines.
• Strong organisational skills with attention to detail.
• Confidence in tracking and chasing actions across multiple stakeholders.
• Ability to manage multiple tasks concurrently without loss of accuracy.
• Strong written and verbal communication skills.
• Practical working knowledge of Microsoft Word, Excel and SharePoint.
• Comfortable working within defined processes and governance frameworks.
  
  

Good to have

• Experience in public sector or regulated procurement environments.
• Familiarity with bid governance or assurance processes.
• Experience supporting virtual submissions and client portals.
• Degree-level education or equivalent experience.
• Methodical and reliable, with a strong sense of ownership.
• Calm and resilient under deadline pressure.
• Constructive and professional when managing dependencies on others.
• Takes pride in accuracy, completeness and follow-through.
• Collaborative and supportive within bid teams.
  
  

Educational Qualification

• Bachelor's degree in Business Administration, Management, Commerce, or a related field