Bid Preparation&Document Controller

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The HeadHunter Group is an innovative Staffing and Recruiting Company with HQ in US, Dover, Delaware, operating in Canada, Albania, Kosovo, Montenegro, North Macedonia, Bosnia & Herzegovina, Serbia, Cyprus, Greece, and Bulgaria. We offer the newest mentality in the staffing industry, with our core focus on Candidates and Clients.

                                                  Bid Preparation & Document Controller

Job Description:

We are seeking a highly organized and detail-oriented professional to join our team as a Bid Preparation & Document Controller. This dual-role position involves coordinating all activities related to the preparation, compilation, and submission of bid proposals, while ensuring proper document control standards are maintained across all stages of the bidding and project lifecycle.

Key Responsibilities:

Bid Preparation:

o Coordinate with internal departments (engineering, finance, procurement, etc.) to gather required inputs for bid submissions.

o Assist in preparing pre-qualification questionnaires, expressions of interest, and full tender submissions.

o Draft and format technical and commercial documents in accordance with client specifications and company standards.

o Monitor tender portals and identify relevant bidding opportunities.

o Ensure compliance with all tender requirements, timelines, and instructions.

o Maintain a bid calendar and track deadlines, clarifications, and submissions.

o Support cost estimation teams in preparing pricing documentation.

Document Control:

o Maintain an organized filing system for all bid-related documents, correspondence, and project records.

o Ensure version control and proper naming conventions are consistently applied.

o Receive, register, track, and distribute incoming and outgoing documents using document management systems.

o Maintain confidentiality and security of sensitive bid and project documents.

o Support audits and ensure traceability of all records.

o Work closely with project teams to update and control drawings, technical specifications, and other documentation throughout the project lifecycle.

Qualifications and Experience:

• Masters degree in Business Administartion, Engineering or a related field.
• Minimum 2-3 years of experience in bid coordination and/or document control.
• Strong knowledge of document control systems and tools (e.g., Aconex, SharePoint, or similar).
• Excellent proficiency in Microsoft Office (Word, Excel, PowerPoint).
• Exceptional attention to detail and organizational skills.
• Ability to handle multiple deadlines and work under pressure.
• Strong communication and coordination skills.
• Familiarity with ISO 9001 document control requirements.
• Experience with e-tendering platforms and client portals.