Senior Project Coordinator

The Senior Project Coordinator is responsible for managing all administrative aspects of the tendering process, ensuring accurate documentation, timely submissions, and seamless coordination between internal departments and external stakeholders. This role supports the tender lifecycle from pre-qualification to post-award documentation, maintaining compliance and operational discipline throughout.

Key Responsibilities

Project Documentation & Filing

Prepare, organize, and maintain all tender-related documents including RFQs, RFPs, BOQs, technical specifications, and commercial proposals.

Ensure proper filing (physical and digital) of all tender submissions, clarifications, and correspondence.

Maintain version control and document traceability for audit and compliance purposes.

Project Timeline Management

Track tender deadlines, submission dates, and clarification windows.

Create and maintain a tender calendar with reminders for key milestones.

Coordinate with relevant departments to ensure timely input and approvals.

Compliance & Quality Checks

Verify that all tender documents meet client requirements and internal standards.

Ensure all forms, declarations, and certifications are correctly filled and signed.

Cross-check pricing sheets, technical data, and commercial terms for accuracy.

Submission & Coordination

Coordinate the final packaging and submission of Project documents (online or physical).

Liaise with courier services or e-portals to ensure timely delivery and confirmation.

Maintain records of submission receipts, acknowledgments, and bid tracking.

Stakeholder Communication

Communicate with internal teams (legal, finance, operations) for required inputs.

Respond to client queries or clarification requests during the tender process.

Support the Project Manager with updates and summaries.

Archive awarded and non-awarded Project with proper indexing.

Assist in preparing post-Project evaluation reports and lessons learned.

Update Project status dashboards and share with management weekly.

Administrative Support

Maintain tender register and bid pipeline tracker.

Prepare summary sheets for management review.

Support invoice preparation and documentation for awarded tenders.

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