Bid Coordinator

**About The Role**:
**Job Profile**
***Job Title**: Bid Coordinator

**REPORTING TO**:Bid Manager
**DIVISION**:Civils
**LOCATION**:Hillsborough, Northern Ireland
**CONTRACT TYPE**:Temporary
**BENEFITS**:Car Allowance, Pension, Private Medical Cover, Life Assurance Scheme.

**Job Summary**

The primary responsibility of the Bid Coordinator will be to provide administrative and project management support in the preparation of tender submissions for our Civil Engineering regional business unit.

They will be proficient in managing tender portals to send and receive client information.
Understanding of the bid process in a construction industry would be advantageous, as would exposure to Adobe InDesign & Publisher and a CRM, though not essential.

**The Bid Coordinator will**:
Support the Bid Management Team as required on the preparation and submission of each bid against agreed programme; adapt to the approach of each bid manager you are working with.
Ensure all the bid documentation has been downloaded from the client portal and saved onto SharePoint.
Interrogate bid documentation and complete Deliverables Matrix to ensure the required information is being submitted.
Co-ordinate the preparation and submission of the bid and achieve agreed bid objectives, agreeing layouts, artwork etc with the Bid Manager and the Graphic Design Team.
Maintain the clarifications folder, ensuring all outdated documents are superseded correctly and clarifications are distributed throughout the tender team.
Effectively maintain relevant databases and ensure information is up to date.
Format and proofread all technical responses in preparation for submission.
Ensure all information is complete and ready for submission, including building the final submission document.
Follow core GRAHAM business systems and policies throughout your area of responsibility
Co-ordinate, prepare and continually review bid submissions.
Assist with the preparation of meeting schedules and coordination of the design and construct teams.
Assist with the preparation of bid presentations.
Be flexible to work overtime on occasion, when required
Liaise with other members of the bid team including external partners and consultants

**Technical Competencies**
Strong communication skills both written and oral
Excellent spelling and grammar
Extensive experience of Microsoft Office including Word and Excel as well as Adobe InDesign and Publisher
Excellent organisational and time management skills to manage multiple activities simultaneously and prioritise own and others’ workloads
Ability to create and utilise a bid plan timetable and responsibility matrix, supporting virtual team adherence to process
Ability to meet bid submission deadlines according to guidelines / instructions
Logging and capture of all proposal data in central repository
Maintain compliance matrices to ensure compliance to all questions
Maths and English GCSE grade B and above.
Work collaboratively within a team

Comprehensive understanding of the tendering process
Experience in using CRM desirable

**Behavioural Competencies**

Planning and Prioritising: Plans and prioritises around departmental/team objectives. Able to spot opportunities and problems in the medium and long term and develop new approaches. Has a strong attention to detail with consistently accurate results. Ability to work under pressure to conform to deadlines.
Effective Communication Skills: Good communication and organisational skills. Able to adapt communication to audience (staff and professional and non-professional personnel), and to develop, maintain and manage relationships with management team members and clients alike
Problem Solving: Looks objectively at each situation to ensure that all outcomes are thoroughly assessed before deciding on an appropriate course of action. Seek advice when necessary.
Adaptability: Able to manage change and remain flexible to individual situations.
Innovative: Personal Development: keen to take ownership of role and pursue personal development of skills and knowledge necessary for effective performance.
Outlook: Self-motivated and enthusiastic with an outgoing friendly manner, an effective team worker with flexible approach to working environment and has the ability to work on own initiative and integrate with a wider team when necessary.

**Our Commitment**:

- We are proud to say that we are a committed Equal Opportunities Employer and we aim to be the first choice for people from all backgrounds. We seek to promote respect for the individual and equality of opportunities. We believe that everyone should be treated solely on the basis of personal merit and contribution throughout their GRAHAM career journey and not on the value of artificial barriers, prejudices, or preferences._
- A basic disclosure may be requested if security clearance is required by 3rd party clients and a criminal record will not necessarily be a bar to obtaining a position. Our Access NI/Vetting and Barring S