Bid Coordinator

3 days ago


Newcastle upon Tyne, United Kingdom Equans Full time

**Requisition ID**: NOR00001703**Domain**: Construction/Business Development and Bids**Job type**: Permanent**Schedule**: Full-time**EQUANS are recruiting for a Bid Coordinator to be based in Newcastle. This is a permanent full-time role working 37.5 hours per week. On offer is a competitive salary and benefits package.**

**General Overview**

The main purpose of this role is to maintain the Procurement Portal registrations, and track, record and circulate opportunities advertised through these Portals. Additionally, the Bid Coordinator will assist the Senior Bid Manager with reporting and record keeping. Shared ownership and accountability will also be required for the management and maintenance of the Bid & BD Library.

**Key Accountabilities**
- Creation and maintenance of all registered procurement portals, to enable the tracking of all relevant opportunities.
- Ownership and responsibility for managing the North East and Northern Ireland Bid Team Inboxes, actioning and distributing opportunity information as appropriate.
- Distribution and download of all relevant opportunities to the Head of Bids to enable a Bid / No Bid Decision.
- Assisting the Senior Bid Manager in the effective update and maintenance of all reportage across the Pipeline, Salesforce and EVision platforms.
- Shared ownership of the maintenance and management of the Bid & BD Library and Bid information.

**Bid Management**
- Create and maintain registrations with all relevant Procurement Portals for the North East and Northern Ireland regions.
- Update and maintain the ‘Procurement Portals Login Details’ documents for the North East and Northern Ireland regions.
- Forward all relevant opportunities to the Head of Bids for an initial Bid / No Bid decision within a 24-hour period. Download all Tender / PQQ / SQ information and save in new opportunity folder.
- Produce summary of opportunity and forward to Head of Bids to assist with the Bid / No Bid Decision.
- Create and maintain a ‘Clarifications & Amendments Log’ for each new opportunity.
- Download, save and manage all tender clarifications and amendments issued during the tender period, ensuring any previous versions of documents are ‘Archived’. Update the ‘Clarifications & Amendments Log’ and circulate the relevant documents to the Team using the ‘Communications Matrix’ to produce a distribution list.
- Download and save all post-tender clarifications and amendments and add to the ‘Clarifications & Amendments Log’. Circulate the Log and relevant documents to the Team using the ‘Communications Matrix’ to produce a distribution list.
- Circulate all Tender / PQQ / SQ results to the Project Team, using the Communications Matrix distribution list.
- Save all results, award and feedback information in the relevant opportunity folder. Record results and scores on the Pipeline Report.
- Formally acknowledge award decision with the Client and request feedback where appropriate.
- Attend weekly Bid Team Review meetings to review the progress of all active and submitted bids.

**Database/Library Management**
- Shared ownership for the maintenance and management of the Bid & Bid Library content to ensure it is up to date and relevant. Attend bi-monthly Bid & BD Library updates to ensure knowledge across the Bid Team is consistent.
- Review Northern News and Yammer articles and save any relevant items in the appropriate Bid & BD Library folder.
- Update and maintain the staff numbers document to include any new starters and remove any leavers.

**Reporting**
- Add all new opportunities to the Pipeline Report and record updates as they change / progress. Track all updates and highlight in red so they are easily visible in the weekly Pipeline Reports.
- Liaison with the Sustainability and L&P Teams to ensure their weekly Pipeline records and updates are accurate.
- Daily update and maintenance of the Pipeline Report. Issue of the report on a weekly basis in both PDF and Excel formats to defined distribution lists.
- Add all new opportunities to Salesforce and record Salesforce ID on the Pipeline.
- Update and maintenance of all Salesforce records ensuring they accurately reflect the Pipeline.
- Update and maintenance of all EVision records ensuring they accurately reflect the Pipeline and Salesforce. Action approval requests for new JR numbers, ensuring all negotiated opportunities are recorded on the Pipeline and Salesforce.
- Undertake bi-weekly audits with the Senior Bid Manager to ensure consistency across all reporting platforms.

**Miscellaneous**
- Attend monthly update meetings with Senior Marketing Coordinator and the Bid Team to ensure positive relationships.
- Support and provide bid information to other regions as an when required.

**What can we offer you?**

On offer is a competitive salary and benefits package, which includes;
- Pension Scheme
- 24 days annual leave (+ public holidays)
- Life Cover equivalent to 1 times annual salary
- 24/7 Employee


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