Specialist - Business Operations

Overview:

As Business Operations you will take ownership of the end-to-end bid lifecycle alongside the operational backbone that keeps the commercial function running. You will coordinate proposal efforts, maintain commercial registrations across client and government portals, keep CRM data clean and decision-ready.

Responsibilities:

Bid & Proposal Management

• Coordinate the end-to-end bid lifecycle, from opportunity identification through submission and post-submission clarification, ensuring strict adherence to client deadlines and internal review milestones.
• Lead the preparation of responses to RFPs, RFQs, RFIs, and Expressions of Interest (EOIs) across public and private sector clients.
• Review Invitations to Tender (ITTs) to identify requirements, risks, deliverables, and clarification needs; produce action lists and compliance matrices to drive submission preparation.
• Prepare high-quality proposal content, ensuring consistency in tone, structure, branding, and messaging across technical, commercial, and executive contributions.
• Facilitate bid review meetings, consolidate stakeholder feedback, and ensure incorporation prior to submission.
• Ensure every submission meets legal, regulatory, client-specific, and internal compliance standards before release.

Supplier Registration & Portal Management

• Own the registration and renewal of company credentials on client, government, and procurement portals.
• Compile and submit pre-qualification documentation, ensuring corporate, financial, HSE, and technical records remain current and audit-ready.
• Maintain a centralized repository of corporate certificates, licenses, CVs, case studies, and reference projects; ensure all documents are version-controlled and available for rapid retrieval during submissions.
• Track portal expiry dates, renewal cycles, and documentation refreshes to prevent lapses in vendor status.

CRM Hygiene & Business Operations

• Maintain the integrity of the, ensuring opportunities, accounts, contacts, and pipeline stages are accurate, complete, and updated in real time.
• Run regular data cleansing routines, including deduplication, stale-record review, ownership reassignment, and standardization of taxonomies and naming conventions.
• Log every received opportunity, RFP, and tender; classify by stage, value, probability, and strategic priority.
• Drive the cadence of post-submission follow-ups with clients and internal owners; track outcomes, capture lessons learned, and update CRM accordingly.
• Produce weekly and monthly reports on pipeline health, bid win rates, submission volumes, and conversion metrics for senior leadership.
• Document operational procedures, bid templates, and standard operating procedures to build institutional knowledge and reduce key-person risk.
• Use AI tools to draft, refine, and summarize proposal content, accelerating turnaround on RFP responses without compromising quality.
• Leverage AI tools across day-to-day workflows to improve productivity, accuracy, and turnaround times.

Cross-Functional Support

• Partner with sales, technical, finance, and executive teams to align bid strategy with commercial objectives.
• Provide commercial coordination support to senior leadership.
• Coordinate with marketing on branding consistency across proposals, capability statements, and client-facing collateral.
• Identify inefficiencies in the bid and operations workflow; propose and implement improvements to tools, templates, and processes.

Qualifications:

• Bachelor’s degree in Business Administration, Marketing, Commerce, or a related field.
• 6 - 8 years of experience in bid management, proposal coordination, or commercial operations, ideally within the UAE / GCC market.
• Demonstrable track record of managing end-to-end submissions for RFPs, RFQs, RFIs, EOIs, and pre-qualifications.
• Hands-on experience with UAE government and private sector procurement processes.
• Working proficiency with CRM platforms for opportunity tracking, document management, and reporting.
• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Teams) and working knowledge of proposal layout and visual polish.
• Professional bid qualification certification is preferred.
• Excellent written and verbal English. Strong organizational, communication, and stakeholder management skills.