Bid Executive

Job Description

The purpose of the job is to work together with the Group Tender team, Group Business Development team, Ben Line local offices, and network partners to gather information, price and prepare regional bid submissions across five sectors: Oil & Gas, Renewables, Cable, Dredging and Infrastructure.

The Tender Executive must be able to anticipate and address the customer’s needs with a goal of complete satisfaction.

1. Overall Tender Management:

• Document Review: Analyse tender documents and instructions upon receipt from customers, identifying key deliverables, timelines, and compliance requirements.
• Checklist Creation: Develop a detailed checklist of key milestones, mandatory documents, and compliance criteria to ensure timely submission.
• Internal Coordination: Facilitate strategy meetings with internal teams, including operations, finance, and sales, to align bidding strategies and assign tasks.
• Clarification Management: Liaise with the customer to seek clarifications on ambiguous aspects and communicate updates promptly with the internal team.
• Bid Tracking and Follow-up: Monitor the progress of tender submissions and ensure proactive follow-up with customers post-submission until bid results are finalized.
• Compliance: Ensure the entire tender process complies with both internal governance and customer-specific requirements.

2. Technical Proposal Preparation:

• Collaboration: Work closely with Ben Line local offices, the Group Admin Executive, and subject matter experts to draft accurate technical proposals.
• Customisation: Tailor proposals to reflect customer needs, focusing on the company’s capabilities, service offerings, and operational strengths.
• Capability Statement Development: Craft compelling capability statements and case studies that highlight the organization’s expertise and track record in managing similar projects.
• Quality Assurance: Ensure all technical documents are clear, consistent, and aligned with tender specifications, with no room for misinterpretation.

3. Commercial Proposal Preparation:

• Rate Gathering: Collaborate with internal departments, agents, and vendors across the Ben Line network to gather accurate rate information.
• Cost Analysis: Conduct thorough price benchmarking and competitor analysis to ensure proposals are cost-competitive and reflect market conditions.
• Proposal Accuracy: Ensure commercial proposals are submitted with precise, timely, and compliant cost breakdowns, avoiding discrepancies or errors.

Job Requirement

• Familiarity with tender processes in logistics, shipping, or freight forwarding. Experience working with global networks is an advantage.
• Strong verbal and written communication skills to coordinate with internal teams, customers, and suppliers effectively.
• Ability to interpret and analyse financial data, conduct cost comparisons, and generate meaningful insights for competitive pricing.
• Meticulous and organized, with the ability to handle multiple tenders simultaneously while meeting deadlines.

• Proactive and resourceful, with the ability to anticipate challenges and develop solutions to ensure smooth tender submissions.

• Proficient in Microsoft Office (Excel, Word, PowerPoint) and experience with tender management software/tools is an advantage.