Associate Project Implementation Specialist

Major Technical Tender Return Coordinator

Role Purpose

The Major Technical Tender Return Coordinator is responsible for the leadership, coordination, and management of all major technical tender submissions, ensuring the delivery of high-quality, compliant, and professionally presented proposals to clients. The role serves as the central coordination point between the sales team, internal factories, technical departments, and engineering resources to develop compelling and technically robust tender returns.

This position owns the complete tender return package, from enquiry review through submission, while supporting the transition of successful projects into the post-order delivery phase. A key element of the role is presenting technical solutions, equipment selections, and tender submissions directly to consultants, contractors, end users, and clients.

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Key Responsibilities

Major Tender Return Management

• Take overall responsibility for the coordination and delivery of major technical tender submissions.
• Manage the complete tender return process from enquiry receipt to final submission.
• Review client specifications, tender documentation, and project requirements.
• Develop submission strategies to ensure commercial and technical requirements are effectively addressed.
• Ensure all tender returns are submitted on time and to the highest professional standard.
• Maintain tender schedules, document control, and submission records.

Technical Data Coordination

• Coordinate all technical information required for tender submissions.
• Liaise with internal factories and technical departments to gather and validate product information.
• Ensure technical data sheets, performance selections, calculations, drawings, and supporting documentation are accurate and complete.
• Verify compliance with project specifications and identify any technical deviations.
• Coordinate project-specific technical responses and clarifications.

Factory Coordination

• Act as the primary point of contact between the UK business and internal manufacturing facilities.
• Coordinate factory input relating to equipment selections, technical data, drawings, compliance documentation, and programme requirements.
• Ensure factory responses align with project specifications and client expectations.
• Facilitate communication between internal stakeholders and factory engineering teams.
• Support future product development discussions by providing feedback from market and project requirements.

Equipment Selection & Technical Compliance

• Coordinate equipment selections for major projects.
• Review project requirements against product capabilities.
• Ensure all proposed solutions meet technical, operational, and performance criteria.
• Manage compliance documentation relating to project specifications and industry standards.
• Prepare technical compliance schedules and responses to consultant queries.

Revit, CAD & Model Coordination

• Coordinate Revit and CAD requirements associated with tender submissions.
• Obtain and manage project-specific drawings and BIM information from internal resources.
• Ensure drawing packages are suitable for client review and submission.
• Coordinate updates and revisions throughout the tender lifecycle.

Client Presentation & Technical Engagement

• Present technical solutions and tender submissions to clients, consultants, and contractors.
• Deliver professional technical presentations explaining equipment selections, system design philosophy, and project compliance.
• Support the sales team during bid clarification meetings and client presentations.
• Respond to technical queries and provide clarification throughout the tender process.
• Build confidence in Geoclima's technical capabilities through clear and professional engagement.

Post-Order Project Coordination

• Support the handover of successful projects from tender stage into project execution.
• Coordinate project-specific technical documentation requirements.
• Facilitate communication between sales, factory teams, and project delivery personnel.
• Assist in maintaining continuity between tender commitments and project execution requirements.

Factory Acceptance Test (FAT) Coordination

• Coordinate Factory Acceptance Test requirements for major projects.
• Liaise with clients and internal factory teams regarding FAT planning and documentation.
• Ensure all required technical documentation is available prior to testing.
• Coordinate FAT reports, action tracking, and close-out documentation.

Programme & Delivery Support

• Monitor key project milestones and factory programme requirements.
• Support coordination of manufacturing and delivery schedules.
• Assist in identifying programme risks and developing mitigation strategies.
• Maintain communication with stakeholders regarding project progress and factory commitments.

Tender Quality & Documentation

• Ensure all submissions meet the highest standards of quality, accuracy, and presentation.
• Maintain strict document control and revision management.
• Produce professional submission packages, presentations, compliance matrices, and technical schedules.
• Continuously improve tender documentation, processes, and presentation standards.

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Key Skills & Experience

Technical Knowledge

• Strong understanding of HVAC, chiller, heat pump, and applied cooling/heating systems.
• Ability to interpret project specifications, consultant requirements, and technical documentation.
• Understanding of Revit, CAD, BIM, and technical drawing processes.
• Experience working with factory engineering teams and manufacturing organisations.
• Knowledge of Factory Acceptance Testing procedures.

Commercial & Tendering Experience

• Proven experience managing complex technical tender submissions.
• Experience coordinating multidisciplinary technical information.
• Strong proposal writing and presentation skills.
• Experience working with consultant-led and contractor-led projects.

Personal Attributes

• Highly organised with exceptional attention to detail.
• Strong communication and stakeholder management skills.
• Confident presenter capable of engaging technical and non-technical audiences.
• Ability to manage multiple large-scale tenders simultaneously.
• Self-motivated with a proactive approach to problem solving.
• Strong sense of ownership and accountability.

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Key Performance Indicators (KPIs)

• On-time submission of major tender returns.
• Technical compliance and quality of submissions.
• Accuracy of equipment selections and technical documentation.
• Client feedback on tender quality and presentations.
• Successful coordination of factory technical input.
• Effective FAT planning and execution.
• Successful handover of awarded projects.
• Continuous improvement of tender processes and standards.

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Role Summary

The Major Technical Tender Return Coordinator is responsible for overseeing the complete preparation, coordination, quality assurance, and presentation of major technical tender submissions. Acting as the key interface between the sales team and Geoclima's internal factories, the role ensures that every submission is technically accurate, commercially aligned, professionally presented, and positioned to maximise project success while supporting the smooth transition from tender award through to project execution.

Originally posted on Himalayas