Bid Administrator

We are seeking a Bid Administrator on a temporary basis in our West Byfleet HQ, to cover a six-month maternity leave.

This individual will support the Bids Team in their campaigns to win new Cleaning and Grounds Maintenance contracts, in the public and private sectors.

Main Responsibilities
Organize and maintain bid documentation, including bid files, templates, contracts, and other relevant documents.
Maintain and manage a centralized repository for bid-related materials, ensuring easy accessibility for the bid team.
Track and update bid documents, ensuring version control and document accuracy.
Assist in the preparation and formatting of bid documents, ensuring consistency in branding, formatting, and layout.
Track and maintain records of all bids, including documents, correspondence, and evaluations.
Coordinate with internal stakeholders to gather necessary information, ensuring comprehensive and accurate bid responses.
Collaborate with subject matter experts to gather and incorporate new content into the bid library.
Assist with bid coordination activities, including scheduling meetings, preparing meeting agendas, and taking meeting minutes.
Coordinate internal communication and collaboration among bid team members and stakeholders.
Ensure the distribution of bid-related information, updates, and documentation to relevant parties.
Support bid team members in gathering information, researching, and preparing bid responses as needed.
Liaise with various internal teams, including sales, operations, finance, legal, and technical departments, to gather input and ensure alignment in bid responses.
Assist in the review of bid documents to ensure compliance with client requirements, guidelines, and specifications.
Conduct quality checks on bid submissions, verifying accuracy, completeness, and adherence to bid instructions.
Collaborate with internal teams to address feedback, incorporate revisions, and finalize bid documents.
Assist in maintaining a library of pre-approved content, templates, and standardized bid responses.

What are we looking for?
Good Academic / Education history
Proven experience in administrative support roles, preferably in a bid management or procurement environment.
Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
Excellent attention to detail and accuracy in working with bid documentation and data.
Proficient in using MS Office Suite (Word, Excel, PowerPoint) and document management software.
Strong communication skills, both written and verbal, to effectively interact with internal teams and external stakeholders.
Ability to work collaboratively in a team environment and establish positive relationships with colleagues.
Familiarity with bid management processes and an understanding of the bidding lifecycle is advantageous.
Job Types: Full-time, Temporary contract
Contract length: 6 months

Pay: £35,000.00 per year

Schedule:
Monday to Friday

Work Location: In person
Reference ID: QY779YV5

---