Tender Coordinator

About Astatine

Astatine Limited is a specialised energy company, founded by a highly experienced management team with proven entrepreneurial, commercial, and technical success in their respective careers to date. Astatine develop, design, construct, operate, fund (if required) and maintain multi-technology assets to enable an acceleration toward zero carbon for energy users across multiple sectors.  The key values of our company are collaboration, innovation, urgency, integrity, and excellence. The primary technology used in our projects are solar PV, battery energy storage and heat pumps. This is a huge growth area forecast for the next 20 years, and the successful candidate will have the opportunity to upskill in these technologies, their applications and design considerations.

Astatine are continually striving to achieve a high-performance, interdependent, and learning culture and to embrace our company values in our work. We have an external mentor and performance coach who assists us with the development of our culture and offers 1:1 coaching session/s to our staff who wish to avail of it.  We also organise regular culture development workshops which have been a great success.

Our clients are large energy users in the following sectors: Pharma, Cement, Dairy/Agribusiness, Distillery, Food & Beverage.

Job Title: Tender Coordinator

• Location: Ireland
• Salary: Depending on experience
• Benefits: 22 Days Leave; Death in Service Benefit (after probation); Profit Share Scheme (after probation)
• Start Date: ASAP
• Contract Type: Full Time Contract
• Working Hours: Full time – Mon to Friday (Hybrid model 3 days in the office)
• Location: Hybrid working model – Work from Astatine’s offices located in Guinness Enterprise Centre, Dublin 8 when required, or from client sites as and when required, otherwise work remotely/from home. Option of working from our Dingle office also.

• Job Summary:
  • To coordinate and manage all activities related to the preparation, submission, and management of tenders for renewable energy EPC (Engineering, Procurement, and Construction) projects. The Tender Administrator will ensure that all tender documentation is accurate, compliant, and submitted on time, contributing to the company’s success in securing new business.
• Key Responsibilities:
  • 1. Tender Preparation and Submission:
    • Lead the preparation and submission of tender and pre-qualification documentation.
    • Review tender documents, contracts, and specifications to identify key requirements and deliverables.
    • Analyse RFPs, RFQs, and ITTs to extract commercial, technical, and legal requirements.
    • Coordinate with internal departments (engineering, procurement, estimating, legal, etc.) to gather the required information for tender submissions.
    • Develop and maintain a tender response plan, ensuring timely completion of all components.
    • Collect and format tender documents, technical proposals, and compliance statements.
    • Ensure all submissions meet the client’s requirements and adhere to internal quality standards.
  • 2. Document Management:
    • Maintain an organized filing system for all tender-related documents, correspondence, and clarifications.
    • Track and manage deadlines, milestones, and communications throughout the tender process.
    • Ensure the secure handling of confidential documents, including client information and internal pricing data.
  • 3. Stakeholder Liaison and Coordination:
    • Act as the primary point of contact for tender-related inquiries from clients and internal stakeholders.
    • Coordinate responses to Requests for Information (RFIs) and clarifications.
    • Facilitate internal coordination meetings and status updates on active bids.
  • 4. Reporting and Analysis:
    • Maintain a tender tracker, recording bid outcomes, win/loss ratios, and feedback from clients.
    • Provide post-tender analysis to identify areas for improvement in future submissions.
    • Support the commercial team in preparing reports and presentations for management.
  • 5. Continuous Improvement:
    • Stay updated on industry standards, regulations, and trends affecting tendering in the solar EPC industry.
    • Suggest and implement improvements to tender processes, templates, and systems to enhance efficiency and success rates.
• Relevant Experience:
  • Proven experience in tender administration or a related document control role, preferably within the construction, engineering, or renewable energy sectors.
  • Strong understanding of EPC contracts and tendering processes.
  • Familiarity with tendering for public sector and private clients.
• Qualification & Technical Skills:
  • Degree in Business Administration / Supply Chain Management / Procurement / Document control / Engineering or a related discipline.
  • Excellent written and verbal communication skills.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
  • Meticulous attention to detail and highly organised.
  • Ability to manage multiple tasks and meet strict deadlines.
  • Proficient in construction management or cloud-based documents platforms (e.g, Procore, Autodesk Construction Cloud) is an added bonus.

• Other Attributes:
  • Analytical Thinking: Ability to analyse tender requirements and prepare competitive and compliant submissions.
  • Team Collaboration: Work effectively with multidisciplinary teams across different departments.
  • Problem-Solving: Address and resolve tender-related issues promptly.
  • Time Management: Prioritise tasks and manage workloads to meet deadlines without compromising quality.
  • Customer Focus: Understand client needs and tailor tender responses to align with their objectives.