Tender & Supplier Response Coordinator

2 weeks ago

Southampton, United Kingdom Oil Spill Response Ltd Full time

**Location**: Southampton, UK

**Closing date**: 28th May 2023

Oil Spill Response Ltd seeking a Tender & Supplier Response Coordinator to join our Commercial Department to support the Business Development Team.

Oil Spill Response Limited is the largest international industry-funded cooperative which exists to respond to oil spills wherever in the world they may occur by providing preparedness, response and intervention services. We are wholly owned by most of the environmentally responsible oil and gas companies, and our membership represents the majority of global oil production. We currently employ 280 people across 11 locations around the world.

On a global basis, the Business Development Team provides Client’s with Proposal’s providing services and tasks covering surface and subsea response and preparedness. These services include:

- Secondees, short and long term, to take responsibility for oil spill issues from your company, enabling you to use your resources for your area of expertise
- Crisis management services for all incident types
- Training both for company employees and subcontractors/suppliers where required
- Internal coordination between departments and external liaison with authorities
- In-field support for critical/higher-risk operations
- Produce, update or advise on contingency plans
- Undertake capability assessments of sites/operations
- In-field equipment hire, including maintenance and training

We offer oil spill services to all oil spill preparedness and response needs. Through open communication with our Members, regulators and other stakeholders, we are able to understand the needs and desires of everyone involved. Our knowledge, experience, and expertise allow us to create customised, targeted and cost-effective oil spill response solutions that support our customers' activities.

As a Tender and Supplier Response Coordinator, you will be responsible for managing and coordinating the organisation's responses to tender invitations and supplier questionnaires. You will play a crucial role in ensuring the timely and accurate completion of tender submissions and supplier assessments, working closely with internal stakeholders and external partners. Your attention to detail, coordination skills, and ability to effectively communicate and collaborate will contribute to the organisation's success in securing contracts and evaluating potential suppliers.

**Main Accountabilities**:

- Tender Response Management: Analyse tender documents, understand client requirements, and coordinate the preparation and submission of tender proposals in collaboration with relevant teams.
- Supplier Questionnaire Coordination: Handle supplier questionnaires, requests for information (RFIs), and requests for proposals (RFPs), ensuring timely and comprehensive responses.
- Content Development: Prepare well-structured and tailored responses to tender questions and supplier questionnaires, utilising existing content, templates, and previous successful submissions.
- Compliance and Accuracy: Ensure that tender responses and supplier questionnaires are fully compliant with requirements, formatting guidelines, and submission deadlines.
- Documentation Management: Organise and maintain documentation related to tenders, supplier assessments, and responses, including records, templates, and communication.
- Communication and Clarification: Liaise with clients, suppliers, and internal stakeholders to seek clarifications, gather information, and maintain effective communication throughout the tender and supplier response processes.
- Quality Assurance: Review and edit tender responses and supplier questionnaires for clarity, consistency, accuracy, and alignment with requirements and organisational standards.
- Evaluation and Analysis: Participate in the evaluation and analysis of tender and supplier responses, assisting in the selection process and contributing to decision-making.
- Process Improvement: Continuously identify opportunities to enhance the efficiency and effectiveness of tender and supplier response processes, proposing improvements and implementing best practices.

**Requirements**:
This role is suited to someone who enjoys the business development environment, working with people at all levels, and takes pride in providing a high standard of administrative work.

**Qualifications and Skills**:

- Tertiary qualification in business administration, or a related field.
- Proven experience in tender management, bid coordination, or supplier response coordination.
- Strong understanding of tendering processes, supplier assessments, and procurement processes.
- Excellent written and verbal communication skills, with a keen eye for detail.
- Ability to coordinate multiple projects simultaneously, prioritise tasks, and meet deadlines.
- Proficiency in using MS Office.
- Familiarity with tender platforms and supplier management systems is advantageous.
- Strong interpersonal and collaboration skills

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