Work that moves you

Location: Dubai, UAE

Reports to: Growth & Client Relations Director

AIS is seeking a highly organised and detail-oriented Bid Associate to support the preparation and submission of tenders across our fit-out and design & build projects.

The successful candidate will coordinate bid activities from tender invitation through to submission, ensuring proposals are compliant, professionally presented, and successfully submitted through client procurement portals and tender platforms. They will be responsible for document management, tender administration, internal coordination, portal submissions, and the visual production of proposals and presentations in line with AIS brand standards.

Previous experience within the UAE construction, fit-out, design consultancy, engineering, architecture, or design & build industry is essential.

Bid & Tender Coordination

• Coordinate the full tender process from invitation to submission.
• Review tender requirements and develop submission programmes.
• Maintain tender trackers and monitor deadlines.
• Coordinate information and deliverables from internal teams.
• Prepare meeting minutes and track actions.
• Ensure submissions comply with client requirements and tender instructions.
• Coordinate responses to clarifications and addenda.
• Manage tender submissions through procurement portals and client platforms.

Document Management

• Maintain tender files, submission records, and document control systems.
• Manage and update the company’s bid library, including project references, CVs, certifications, licences, insurance documents, policies, and standard responses.
• Ensure all submission documents remain current and readily available.

Submission Preparation & Graphic Design

• Compile and assemble tender submissions and supporting documents.
• Format and proofread documents to ensure accuracy, consistency, and compliance.
• Produce professional presentations and interview materials.
• Create graphics, project sheets, organograms, schedules, infographics, and other visual content to support submissions.
• Ensure all proposals are professionally designed and aligned with AIS branding and presentation standards.
• Maintain and enhance proposal templates, submission materials, and marketing collateral.

Pre-Award Support

• Coordinate collection of pre-award documentation.
• Track licences, certifications, insurances, and compliance records.
• Maintain records of tender outcomes and lessons learned.

Essential

• Minimum 5 years’ experience in a Bid Coordinator, Proposal Coordinator, Bid Specialist, Tender Coordinator, or similar role.
• Experience within construction, fit-out, interiors, engineering, architecture, consultancy, or design & build sectors.
• Experience managing the full tender process from invitation to submission.
• Demonstrated experience using procurement portals and tender submission platforms, including uploading submissions, managing clarifications, and ensuring compliant submissions before deadlines.
• Strong understanding of UAE tendering procedures and construction industry practices.
• Excellent organisational and time management skills.
• Strong document control and administration experience.
• Excellent written communication and proofreading skills.
• Ability to manage multiple deadlines and priorities simultaneously.
• Advanced Microsoft Office skills, particularly Word, PowerPoint, Excel, and Outlook.
• Strong graphic design, document formatting, and presentation skills.
• Proficiency in Adobe InDesign, Photoshop, Illustrator, Canva, or similar design software.
• Experience producing high-quality client-facing proposals, presentations, and tender submissions.
• Experience developing, maintaining, and improving proposal templates, submission materials, and bid libraries.
• Strong attention to detail and commitment to submission quality and compliance.

• Highly organised and detail-oriented.
• Proactive and able to work independently.
• Reliable, accountable, and deadline-focused.
• Creative with a strong eye for design and presentation.
• Strong coordination and follow-up skills.
• Professional and collaborative team player.
• Takes pride in producing high-quality work.

A highly organised professional who enjoys coordinating complex tender submissions while also creating visually compelling proposals and presentations. The ideal candidate will combine strong administration, document management, graphic design, and tendering expertise with the ability to manage submissions through procurement portals and produce polished, client-facing bid documents that reflect AIS’s quality and brand standards.