Project Coordinator

About the Role

Kidzink and Koda design and fit out educational spaces, mainly schools and early learning centres, across the Middle East and India. As we grow, we are bidding for more work, and we need someone to keep that process organised.

As Project Coordinator Bids & Proposals, you will own the admin and coordination behind every bid. You will make sure tenders, RFPs, EOIs and prequalifications go out complete, compliant and on time, and that design, commercial and management teams give you what you need when you need it. You will also keep our bid library current, so each new submission starts from a strong base.

Department: Business Development
Reports To: Director of India Operations
Employment Type: Permanent, Full-time
Location: Calicut, Kerala

Key Responsibilities

Bid Management & Tracking

• Coordinate and maintain all documentation for bids, tenders, RFPs, EOIs and prequalifications.
• Set up and run submission trackers, compliance checklists and tender schedules for each bid.
• Track deadlines, milestones, clarifications and outstanding information, and flag risks early.
• Arrange bid kick-off meetings, internal reviews and presentations, and keep action trackers up to date.

Team & Consultant Coordination

• Gather inputs from design, commercial, consultants and management, and chase them to agreed dates.
• Request and coordinate consultant quotations, fee inputs and supporting documents.
• Act as the single point of contact for internal teams during each bid.

Proposal Preparation & Submission

• Help compile, format and review technical and commercial proposals so they are consistent and on-brand.
• Check every submission against the tender requirements before it goes out.
• Handle the final submission, whether through client portals, email or hard copy.

Bid Library & Records

• Maintain project references, team CVs, company credentials and standard bid documents.
• Keep records of submissions, clarifications, correspondence and tender outcomes.
• Use win/loss outcomes to improve templates and standard content over time.

Post-Tender Support

• Support clarifications, client interviews and negotiations after submission.
• Prepare the handover pack when a project is awarded, so the delivery team starts with everything they need.

Required Skills & Experience

• Degree in Architecture, Interior Design, Civil Engineering, Construction Management, Business or a related field.
• 3–5 years in bid, tender or proposal coordination, ideally in architecture, interiors, fit-out or construction.
• Solid understanding of tender processes, prequalification and compliance requirements.
• Strong MS Office skills, especially Word, Excel and PowerPoint.
• Clear written and spoken English, with a good eye for detail and formatting.
• Able to manage several bids at once and keep to fixed deadlines.

Good to Have

• Experience with education, school or early learning projects.
• Exposure to Middle East or international tenders and client portals.
• Working knowledge of Adobe InDesign or similar layout tools.
• Familiarity with document control or ERP systems.

What We Look For

• Organised and calm under deadline pressure.
• Comfortable chasing senior colleagues and consultants for inputs.
• Takes ownership of the whole process, not just the paperwork.
• Works well with design, commercial and management teams across offices.

What Success Looks Like

• Every bid is submitted on time, with no missed deadlines.
• Submissions are fully compliant, with no rejections for missing documents.
• Trackers and the bid library are current and easy for others to use.
• Outcomes and lessons from each tender are clearly recorded.

What We Offer

• A central role in a growing design-led firm working on schools and early learning spaces.
• Exposure to projects and teams across India and the Middle East.
• Room to shape how our bid process and library are built as we expand into Asia.
• Competitive salary based on experience.