Marketing and Bids Administrator

4 weeks ago


Newcastle upon Tyne, United Kingdom I M A The Thriving Career Portal Ltd Full time

Superb opportunity to join the Newcastle office of a global professional services company in a busy and varied role. Reporting directly to the Marketing Manager and Director of Operations, the appointed person will provide support to the marketing team (50%) and office and project administration (50%). They will perform a variety of administrative and coordination duties. This will involve producing documents designed to maintain and strengthen the overall brand image and visibility. The incumbent will also support the architectural teams for activities relating to project administration, monthly invoicing and report preparation.
**Primary Responsibilities**
- Coordinate the proposal response process from receipt of the Invitations to Tender (ITT), Request for Qualifications (RFQs) or Request for Proposals (RFPs) to the printing and assembly of the final product to ensure a quality on-time submission.
- Defines and coordinates the proposal response plan, schedule, and internal communications associated with the proposal development including follow-up with contributors.
- Maintains and updates corporate databases to ensure accuracy and currency of information on employee CVs, project case study sheets and project information, client lists, certifications, and photography.
- Supports Business Development Managers and Senior Proposal and Business Development Specialists in their respective marketing initiatives.
- Converging photographs and drawings into digital images for manipulation and storage
- Utilizes advanced software skills to produce reports, documents, spreadsheets, minutes of meetings.
- Performs administrative duties for the architectural team such as filing, scanning, preparing documents, invoicing, and general organization to maximise administrative efficiency.
- Coordinate the upload/download of files on various construction document management systems such as Viewpoint For Projects.
- Manages the office by maintaining the calendar, scheduling corporate meetings and arranging appointments with internal staff and external visitors to optimize use of time. Arranges and confirms travel reservations to ensure the most time and cost effectiveness.
- Receives, sorts and prioritizes mail, taking notice of required actions and due dates to ensure timeliness of responses and required actions.
- Monitors and manages the office moves, furniture, alarm system, access cards, parking arrangements, janitorial and building management services, repairs and renovations to ensure all equipment and facilities are functioning optimally and makes necessary changes as required.
- Monitors the inventory of office and kitchen supplies to ensure levels are always sufficient.
- Organizes, maintains and manages the central filing, archive and off-site storage systems to track and store data and documentation and allow for easy retrieval of information.

**Required Skills**:
This position requires a demonstrated level of initiative and judgment to organize and prioritize tasks, workload and projects with a strong work ethic. Professionalism, courtesy, and tact are required in dealing with colleagues and clients in working relationships.
- Computer skills to produce reports, documents and presentations. Experience with Adobe Creative Cloud, Photoshop, and MS Office software.
- Ability to build strong consultative relationships with colleagues and business contacts at all levels both internally and externally
- Excellent verbal and written communication skills, with editing and proof reading as the successful applicant will be expected to liaise with clients and external consultants on a regular basis
- Computer skills to produce executive reports, documents and presentations. Knowledge of Microsoft Office and InDesign software is essential.

**Required Experience**
- One year marketing/graphic design experience.
- Must be competent in the use of InDesign Software - this is essential, as well as having strong MS Office skills
- Greater than five years of office administration experience.
- Technical proficiency with Adobe Creative Suites including InDesign and Photoshop.
- Technical proficiency with MS Office Suite.
- Working knowledge of OpenAsset preferred but not essential.
- Prior experience with architectural, engineering, or construction firms is beneficial.

**Job Types**: Full-time, Permanent

**Salary**: £19,500.00-£24,500.00 per year

**Benefits**:

- Company pension
- Sick pay

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Newcastle Upon Tyne: reliably commute or plan to relocate before starting work (required)

**Experience**:

- Marketing: 1 year (preferred)

Work Location: One location


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