Railway Tendering Coordinator

Company: PACE Infrastructure Solutions
Role: Tendering Coordinator
Location: Ferizaj, Kosovë
Schedule: Office-based | Full-time | Monday–Friday (10:00–18:00)

About Us

PACE Infrastructure Solutions operates in rail-focused civil and electrical engineering, providing ancillary civils and E&P services throughout the rail infrastructure industry. Established in London in February 2019, the company has built a strong reputation in the rail sector through its focus on quality, safety, and compliance.

Role Overview

The company is looking for a well-organised and proactive Tendering Coordinator to assist with the preparation, coordination, and delivery of tender and pre-qualification documentation across the organisation. This position requires close collaboration with internal teams to make sure submissions are accurate, professionally prepared, and delivered within tight deadlines, while also contributing to the company’s growth and effective project execution.

Key Responsibilities

• Oversee and coordinate tender submissions from the first enquiry through to the final submission stage.
• Examine tender documents, client requirements, and submission timelines to ensure compliance and on-time completion.
• Prepare, assemble, format, and complete tender documentation, questionnaires, and related supporting materials.
• Work closely with internal departments such as Commercial, Procurement, Planning, Compliance, and Resource teams to collect the information needed for submissions.
• Keep tender trackers, submission logs, and document control systems accurate and regularly updated.
• Follow tender portals and client communication platforms to track new opportunities, clarifications, and updates.
• Contribute to the completion of PQQs, SQs, framework applications, and other pre-qualification documents.
• Make sure every tender submission is professionally presented, aligned with client requirements, and delivered within the required timeframe.
• Assist in preparing capability statements, company information, and other supporting bid documents.
• Coordinate internal review meetings and ensure pending actions are carried through to completion.
• Maintain version control and structured electronic filing systems for all documentation related to tenders.
• Support ongoing improvements in tendering and bid management procedures.

Key Skills and Competencies

• Strong organisational and time-management abilities, with the capacity to handle multiple priorities and deadlines.
• Excellent attention to detail and the ability to produce accurate, professionally formatted documents.
• Strong written and spoken communication skills in English.
• Confidence in document control, administration, and coordinating complex submissions.
• Ability to work independently while contributing effectively as part of a broader team.
• Proficiency in Microsoft Office, including Word, Excel, Outlook, and PowerPoint.
• Ability to perform well under pressure and meet demanding deadlines in a fast-moving environment.
• Professional and proactive attitude supported by strong problem-solving ability.
• High standards of professionalism, confidentiality, and dependability.