Commercial Tender Coordinator

Our client is an internationally recognised leader in Fire Protection Systems, and due to continued growth, they now have an exciting opportunity for a Commercial Tender Coordinator to join their team based in their Mullingar office.

Reporting to: Commercial Director
Hours: 37 hrs per week.
Days: Monday – Thursday: 9am-5.30pm, Friday: 9am-3.45pm

The Role:
As part of our continuing expansion, we are seeking a Commercial Tender Coordinator to join our team. The successful candidate will report directly to the Commercial Director and assist in the preparation of tender submissions, coordination of tender documentation, and monitoring of project pricing. This role would ideally suit a highly organised and detail-oriented individual with strong communication and administrative skills and will be based at our Head Office in Mullingar.

Responsibilities:

• Receive, review, and register all tender enquiries in line with company processes.
• Create and set up new projects/tenders within internal ERP system.
• Allocation of tender to each estimator agreed with Commercial Director.
• Prepare tender files, folders, and documentation packages for use by estimators.
• Track tender timelines, submission deadlines, issue / track RFi requests and clarification dates to ensure full visibility and compliance.
• Maintain and update the tender tracker/dashboard to reflect the status and progress of all live tenders.
• Tracking addendums including addendums and record submittal dates and trigger timeframe for feedback requests.
• Manage client & all stakeholder communication. Act as a central communication point for all tender-related queries.
• Liaise with clients, main contractors, consultants, and suppliers to gather missing information, issue clarifications, and confirm submission requirements.
• Coordinate and schedule meetings, site visits, or technical reviews between clients and the estimating team.
• Documentation & Information Management.
• Manage incoming drawings, specifications, RFIs, addenda, and revision updates, ensuring distribution to relevant team members.
• Ensure correct version control of all tender documentation.
• Support the preparation and formatting of tender submissions, ensuring consistency throughout with company branding and quality standards.
• Maintain organised digital filing structures for tenders and project documentation.
• Internal Coordination & Support where required.
• Work closely with commercial team to ensure all required information is available to complete bids.
• Monitor resource allocation and workload across the commercial team, highlighting potential bottlenecks.
• Support in the handover of successful tenders to the Design and Projects teams.
• Assist in producing monthly and quarterly tender activity reports for senior management.
• Ensure all tender processes follow company procedures and ISO/QA standards.
• Assist with continuous improvement of administrative processes, templates, and systems.
• Uphold all stakeholders’ confidentiality and accuracy when handling commercial information.

Skills/Experience Required:

• Strong administrative or coordination experience (prior experience in construction, M&E, fire protection, or similar industry preferred).
• Excellent organisational skills with the ability to manage multiple tenders simultaneously.
• High attention to detail and accuracy in document handling and data entry.
• Strong written and verbal communication skills.
• Proficient in Microsoft Office (Excel, Word, Outlook); experience with CRM/ERP or tendering systems beneficial.
• Ability to prioritise workload, meet deadlines, and work calmly under pressure.
• Professional and confident when communicating with clients and internal teams.

Offer: Competitive salary & benefits on offer for the successful candidate.

INDCRG