Tender Coordinator

Egis is a leading Professional Services consulting Engineering firm operating in the Architecture, Engineering, and Construction (AEC) sector.  Headquartered in Guyancourt, France, and employing over 19,500 employees Egis operates in 120 countries divided into four key geographic regions: Americas & Pacific (AMPAC), Europe & Africa (EUAF), Middle East & South Asia (MESA) and France (FRANCE). The company's operations are structured around three primary Business Lines: Transportation, Consulting & Engineering and Energy & Sustainable Cities. To support its operations, Egis maintains a dedicated team of 150 in-house Digital IS/IT specialists. These specialists are organized into distinct groups:

 

We are seeking an organized and efficient Tender Coordinator to join our Regional Tender Unit team in Egis' Metro Manila Office. In this role, you will provide crucial coordination and administrative support to our Business Development and Tendering Department, ensuring smooth operations and contributing to the success of our bidding processes. This role focuses on managing administrative tasks related to our tender processes, ensuring smooth coordination and efficient workflow.

Tender Coordination: 

• Upstream Business Intelligence: Monitor and follow up on project forecasts and tender advertisements through regular client and information website searches. Gather, purchase and share to relevant stakeholders the EOI/RFP documentation. 

• As part of the Bid Team, under the leadership of the Bid Manager and alongside the Proposal Engineer, showcase Egis's qualifications in Expressions of Interest and prepare winning Technical and Commercial Proposals as part of the Bid Team: 

• Administers the EOI/tender process, including recording correspondences and letters, Tender documentation and management approvals records. 

• Along with the Proposal Engineer, review the client's requirements, establish the document preparation tracker, noting all requirements, formats and documentation necessary. Ensure all tasks are correctly assigned with a clear deadline and update the tracker progress regularly.  

• Be responsible for the marketing and administrative part of the proposal, ensuring documents meet client and Egis quality standards. 

• Interact and coordinate with internal (HR, Ethics & Compliance, Legal, Tax & Finance, ESG) or external partners to obtain the requested information. 

• Plan formatting, publishing, and printing requirements. Act as a timekeeper to ensure deadlines are met. 

• Prepare, compile and submit the EOI & tender documents, ensuring accuracy and completeness. 

• Assist in the preparation of client presentations based on submitted proposal. 

• Commercial Data Entry: Handle data entry tasks and maintain up-to-date records in commercial databases and maintain the centralized bid register to track ongoing and past bids. 

• Third Party Due Diligence: request and search information to analyse third-party risk under the management of the Regional Ethics & Compliance Manager.  

• Participate in Business Development Meetings, take notes, and follow up on actions with Business Developers and Country Managers. 

• CV Database Administration and Validation: Transfer existing Egis staff CVs and Freelance network on the CV database. 

• Reference Database Management and Validation: Transfer completed project references to the Reference Database, ensure data accuracy and validate the project references with Project Managers. 

• Knowledge Management: Compile submitted content for easy reuse such as Marketing or Technical Methodology Content. 

• Bachelor's degree in business administration, or a related field (preferred). 
• Excellent written and verbal communication skills in English (mandatory). 
• 5-10 years of administrative experience, preferably in a Business Development or Tender department. 
• Knowledge of business development environment (preferred).
• Experience with tender documentation and processes (preferred).
• Experience with PHL tender systems (preferred). 
• Experience with International Financial Institutions (World Bank, Asia Development Bank, etc) (preferred)
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and document management tools.