Bid and Document Controller

About the role

The Bid and Document Controller oversees the end-to-end lifecycle of tender and project documentation, from preparation and coordination through submission and secure archival. The role ensures that commercial, technical, regulatory and administrative materials are accurate, correctly formatted and delivered before client deadlines, supporting the organisation's competitive position and operational integrity.

Key responsibilities

• Monitor tender portals and client invitations to identify opportunities such as RFQs, ITTs, RFPs and prequalification requests.
• Analyse tender specifications, evaluation criteria and submission timelines to build bid checklists and schedules.
• Coordinate inputs from technical, commercial, procurement, finance and senior management teams.
• Prepare RFQs, quotations, bid forms, compliance matrices and supporting documents such as company profiles, statutory certificates, financial statements and OEM approvals.
• Run quality checks and compliance reviews before submission, and maintain a tracker of deadlines, clarification windows and bid validity periods.
• Archive submitted bids, amendments and client communications, and administer document control (numbering, versioning, naming, controlled distribution).
• Assist with vendor and client registration and prequalification, follow up on bid status, manage the tender pipeline, generate performance reports and protect confidential information.

Required profile

• Proven ability to meet strict submission deadlines and handle several tenders at once.
• Strong track record of qualifying bids and managing high-value tender submissions.
• Experience completing vendor and client registration processes.
• Meticulous attention to detail in keeping accurate records.

Required skills

• In-depth knowledge of tender compliance standards and regulatory requirements.
• Document retrieval and organisation in controlled repositories.
• Ensuring high levels of documentation accuracy and completeness.