Bid Coordinator

7 days ago

London, Greater London, United Kingdom We Are Group Full time

Job Summary

We Are Group is seeking a highly organized and detail-oriented Bid Coordinator to join our team. As a key member of our bid team, you will be responsible for assisting on the end-to-end sales cycle from lead generation to bid submission.

Key Responsibilities

  • Market scanning and research to identify potential bidding opportunities
  • Contributing to the creation of win themes and bid strategies
  • Writing and editing bid responses and proposals
  • Final submission of tenders and bid documents
  • Managing resources and coordinating bid activities
  • Monitoring Central Government commercial pipelines and tender portals
  • Scheduling and recording notes and actions from Gate meetings

Core Accountabilities

Stakeholder Management

  • Developing strong internal relationships to ensure the smooth running of tender submissions
  • Arranging, leading, and participating in regular and ad hoc meetings with internal staff and external clients

Finance

  • Working closely with the Accounts team to ensure the most effective use of We Are Group's resources
  • Ensuring all finances are properly accounted for and managed throughout the bid process

Business Development

  • Supporting the sales team with relevant data analysis and lead generation
  • Monitoring tender portals and contracts to identify potential bidding opportunities
  • Tracking frameworks and DPS for re-bid and early notifications of market engagement activities
  • Creating and maintaining a company-specific bid library
  • Managing and coordinating the Bids and Tenders folder
  • Ownership of AutogenAI and championing its adoption in the business
  • Execution of bid timetables and coordination of resources
  • Chasing progress against deadlines and resource allocation templates
  • Organizing daily stand-up calls
  • Supporting the team to produce comprehensive, high-quality bid proposals
  • Completing company-specific responses to Selection Questionnaires or portal registrations
  • Compiling all key bid documents and presentations needed for submission
  • Transferring bid responses into final templates
  • Coordinating the upload and submission of all bid proposals
  • Managing tender portals on behalf of We Are Group

Performance

  • Working towards individual and team targets set
  • Evaluating performance by analyzing and interpreting data and metrics

Operational Excellence

  • Working with all departments to identify opportunities to improve efficiencies of systems
  • Participating in operational excellence activities

Team Management

  • No team management requirements

Governance and Compliance

  • Responsible for following and implementing all relevant policies, procedures, and processes
  • Reading and accepting all Company Policies on an annual basis
  • Completing all due diligence training requirements for the role and renewing as required

Safeguarding

  • Reacting to any disclosures, comments, or behaviors that would suggest a safeguarding concern for children or adults at risk in accordance with the Company Safeguarding Policy
  • Recording the safeguarding concern using the Safeguarding Report Form
  • Reporting the incident to the Designated Safeguard Lead (DSL) or Designated Safeguard Officer (DSO)
  • Completing all relevant safeguarding and PREVENT training required for the role and renewing on an annual basis

Required Competencies and Behaviors

Essential

  • Previous experience in research and identification of tender opportunities
  • Previous experience in a bid/proposal coordinator role
  • Proven track record of working on bids/tenders
  • Knowledge of the bid/tender cycle
  • Exceptional organizational and time/project management skills
  • Strong multi-tasking skills
  • Proven ability to organize and coordinate bid submissions, ensuring full compliance with commissioner/opportunity specific requirements
  • Ability to work to very tight deadlines and organize their work under pressure
  • A strong enthusiasm for improving people's lives
  • Strong communicator with good networking skills and able to build strong positive relationships with a diverse group of people both internally and externally
  • A proactive solution-focused hands-on approach to overcome any problems, issues, or challenges faced in the role
  • Excellent oral, written communications skills, as well as supreme attention to detail
  • Ability to work in a rapidly expanding company to meet business objectives, while balancing autonomy and feedback to the line manager
  • Demonstrable experience of using own initiative to innovate and deliver improvements
  • Efficient in using office software packages, including Microsoft Office and Salesforce
  • A clear understanding and working knowledge of confidentiality and data privacy requirements within the workplace

Desirable

  • Previous experience in high-growth start-up business sector
  • Experience of liaising with a wide range of internal and external partners
  • Intellectual agility and ability to think on one's feet
  • Knowledge of outsourced government contracts

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