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Bid Coordinator

2 months ago

Birmingham, United Kingdom Hays Full time

Main Purpose


The Bid Coordinator plays a crucial role in supporting Business Unit bid teams with daily bid and administrative tasks. This position ensures the timely submission of all bid deliverables by coordinating activities across various bids. Working closely with the Bid Manager, the Bid Coordinator helps deliver winning proposals.


Responsibilities


  • Bid Support : Assist in bid activities under the guidance of the Head of Work Winning, Principal Bid Manager, or Bid Manager, following mandated bid processes through to completion.
  • Platform Coordination : Maintain a consistent, well-organised bid platform/site/folders for easy navigation by users.
  • Client Portal Management : Familiarise with the client bid portal to manage timely downloads of client documents, tender amendments, clarifications, and uploads of submissions and responses.
  • Deliverable Scheduling : Coordinate the schedule of deliverables, track progress through the leaderboard process, and identify issues to ensure timely and complete bid submissions. Escalate problems to the Bid Lead as necessary.
  • Document Management : Implement and maintain document management and version control for bid documents.
  • Clarification Process : Coordinate the submission of bid clarifications and manage the client clarification process post-bid effectively.
  • Bid Portal Management : Manage bid portals daily, identify and download new opportunities, distribute them to relevant business personnel, track deadlines, and manage initial responses.
  • Quality Monitoring : Monitor the overall production quality of the bid to ensure a professional, high-quality tender submission.
  • Team Coordination : Organise and manage inputs from bid team members to ensure all team members understand the status and progress of all activities.
  • Tool Maintenance : Keep bidding tools, such as the pipeline database, up-to-date and contribute to bid reports as required.
  • Client Requirement Analysis : Analyse client requirements, including compliance and scoring.


Qualifications


  • Ideally educated to degree level or equivalent.
  • Working towards Association of Proposal Management Professionals (APMP) Foundation level.


Skills


  • Thorough approach with keen attention to detail.
  • Deadline and process-oriented.
  • Well-organised with the capacity to handle a wide variety of tasks.
  • Strong time and project management skills with the ability to prioritise.
  • Good interpersonal skills with the confidence to challenge and escalate issues through appropriate channels.
  • Confident in leading bid coordination and working with bid team members across the Business Unit.
  • Creative with an enquiring mind.
  • Proficient in MS Office (Word Advanced Level, Excel Basic Level, PowerPoint Advanced Level, Visio Basic Level) and MS SharePoint (Advanced Level).


Experience


  • Experience with the bid process and public sector bid requirements.
  • Knowledge of the rail work industry.