BID COORDINATOR JOB DESCRIPTION

Prequalification questionnaires, conflict of interest registers, and compliance document tracks do not manage themselves. In engineering and construction firms pursuing competitive contracts, the Bid Coordinator owns the administrative and coordination layer that determines whether a submission reaches a client on time and in full compliance. No two tender cycles are identical. This role sits at the operational centre of the Business Development function, working across internal estimating teams, subcontractors, and project staff to keep every bid moving from portal identification through to final submission and post-award recording.

As the Bid Coordinator, you will oversee the preparation, tracking, and submission of prequalification documents and tender packages across construction and engineering contract opportunities, ensuring each bid reflects accurate, current, and compliant information. You will work directly within the Business Development function, supporting the Bid Manager and collaborating with estimating, commercial, and operational staff to meet submission deadlines across a concurrent portfolio of bids.

Career Impact: Coordinating bids across prequalification and ITT stages in the engineering and construction sector builds direct exposure to contract strategy, governance sign-off processes, and the commercial decisions that determine which projects a firm pursues.

Business Impact: When tender documentation is incomplete, non-compliant, or submitted late, contract opportunities are lost entirely - the Bid Coordinator is the person who prevents that outcome on every active submission.

Growth Opportunity: Experience managing concurrent prequalification submissions and maintaining a live tender bank positions candidates for progression into Bid Manager roles, with a track toward APMP Foundation certification as a recognised industry credential.

• Monitor tender portals and identify new contract opportunities, maintaining portal access credentials and associated compliance documents.
• Coordinate preparation of prequalification questionnaires and tender submissions, ensuring accuracy and on-time delivery across all active bids.
• Liaise with internal estimating, commercial, and operational teams to compile and verify tender content before final review.
• Maintain the tender bank with current case studies, insurance records, and health and safety documentation for reuse across future bids.
• Track progression of all tender opportunities and follow up at each stage, recording contract awards and seeking feedback on unsuccessful submissions.
• Manage bid documentation version control, document track lists, and conflict of interest registers to audit-ready standards.
• Produce monthly bid pipeline reports and assist in preparing meeting agendas and minutes for bid team sessions.

• Bachelor's degree in Business, Engineering, or a related field, or equivalent work experience.
• 3 or more years of experience in bid coordination or tender administration, with demonstrable experience managing concurrent submissions.
• Knowledge of the construction or engineering industry, including familiarity with prequalification and tendering processes.
• Strong report writing, document formatting, and project management skills applied to deadline-driven environments.
• Excellent written and verbal communication skills, with ability to liaise effectively across internal teams, subcontractors, and external clients.
• High attention to detail in document control, compliance checking, and version management across multiple active bids.
• Ability to manage multiple deadlines simultaneously, prioritise under pressure, and work effectively both independently and as part of a team.

• Experience working with rail, utilities, or infrastructure clients, including familiarity with procurement frameworks used in those sectors.
• Membership of or progress toward APMP Foundation or Practitioner certification in proposals management.
• Proven experience coordinating bids that involve subcontractor input, multidisciplinary teams, or governance sign-off requirements.
• Demonstrated ability to maintain and improve a tender bank or content library, including regular review and update of case studies and CVs

• Tender submission rate on time, measured as a percentage of active bids submitted by the client deadline.
• Prequalification pass rate, tracking the proportion of PQQ submissions progressing to full tender stage.
• Document track list accuracy, measured by error rate identified during final review before submission.
• Feedback capture rate on unsuccessful submissions, reflecting thoroughness of post-tender analysis.
• Bid register currency, assessed by the proportion of active opportunities updated within the required reporting cycle.
• Typical tools: Document management and portal platforms (commonly Tracker, Delta eSourcing); CRM and reporting (commonly Salesforce, Microsoft Excel).

• Base Salary Range: $52,000 to $72,000 per year, depending on experience and location.
• Bonus: Performance-related bonus of 5 to 10%, tied to bid submission targets.
• Equity: Not typically offered at this level in construction and engineering firms.
• Health Benefits: Medical, dental, and vision coverage standard across most employers.
• PTO: 15 to 20 days annually, plus public holidays.
• Common Perks: Mileage or travel reimbursement, professional development support toward APMP certification, and hybrid working where role duties allow.

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Background checks, including verification of employment history and relevant industry credentials, are a condition of employment for all positions. Reasonable accommodations will be provided to qualified individuals with disabilities throughout the application and employment process in accordance with applicable law. All applicants are considered without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or any other characteristic protected under federal, state, or local law. Candidates must hold valid work authorization in the United States at the time of application.

The Bid Coordinator owns the end-to-end monitoring and preparation of prequalification and tender submissions for an engineering client in the Cookstown area, reporting to the Business Development and Bid Manager. This work directly supports the company's ability to win new business by maintaining accurate tender documentation, portal data, and a current tender bank across all stages of the bid process.

Key Responsibilities

• Monitor and identify bid opportunities through current and potential new portals to expand sales coverage.
• Assist with preparation of prequalification and tender submissions with accurate and timely information.
• Liaise with internal and external teams to compile tender documents.
• Ensure all information is accurately reflected in tender documents before final review, including document track list.
• Track and follow up on tender opportunity progression throughout the tender process.
• Maintain a tender bank with current and accurate information for inclusion in future bids.
• Seek feedback on unsuccessful tender submissions and record contract awards per internal processes.
• Provide monthly reports to customers and general support to the Marketing Team as required.

Required Qualifications

• Degree in Business or equivalent, or 4+ years experience in a similar role.
• Grade C or above in GCSE Maths and English.
• Knowledge of the construction and engineering industry.
• Good report writing, literacy, planning and project management skills.
• Strong communication and interpersonal skills with a proactive and flexible approach.
• Ability to manage multiple deadlines, multitask and work both in a team and autonomously.
• Access to a car and willingness to travel when required.

Embedded within a construction and rail organisation, the Bid Coordinator manages and updates the bid register while compiling prequalification questionnaires and tender submission documents to a high standard. Working closely with internal teams and external networks, this role enables the company to pursue new contracts efficiently, maintain audit-ready documentation, and continuously improve its bidding processes.

Core Functions

• Manage and update the bid register and assist in the bid process for new contracts.
• Assist in review of prequalification questionnaires, tenders, submissions and presentations.
• Produce and compile tender submission documents to a high standard in both hard copy and electronic format.
• Submit tenders within deadlines, identifying tasks and delegating accordingly.
• Assist in improving company bidding processes and maintain all documentation for audit and quality purposes.
• Assist with monthly team meetings, creating bid agendas, disseminating information and taking minutes.
• Manage bid planning, tracking, monitoring, clarifications and version control of all assigned bid documentation.
• Build personal networks locally and across the organisation.

Qualifications and Experience

• Experience in bids, tenders and proposals with the ability to plan and deliver within tight deadlines.
• Experience in the construction or rail industry.
• Proficient in Microsoft Office suite.
• Strong interpersonal, communication and presentation skills, both verbal and written.
• High standards of attention to detail in all aspects of work.
• Self-motivated with the ability to work on own initiative as well as part of a broader team.
• Ability to handle pressure, meet deadlines and manage time effectively.
• Willingness to develop existing and new skills and treat people fairly with consistent standards.

Reporting to the Bid Management team, the Bid Coordinator screens tender notices, collates administrative information for tender responses, and manages portal data and electronic submissions across an internationally operating sustainability consultancy. Partnering with colleagues at all levels, this role ensures that bid documents are compliant, accurately consolidated, and supported by current CV and feedback records that strengthen future submission quality.

Primary Duties

• Screen and circulate tender notices of potential interest to relevant colleagues.
• Advise colleagues on features and idiosyncrasies of tender portals.
• Collate and adapt administrative information for tender responses and manage portal data.
• Consolidate documents developed by team members into the required tender format.
• Check compliance with customer-defined requirements and dispatch hardcopy responses.
• Track external clarification requests, internal support requests and progress actions.
• Collate and report customer feedback and coordinate periodic review and update of CVs.

Skills and Qualifications

• Previous bid support experience.
• Strong organisational skills with ability to plan and prioritise a varied workload across multiple stakeholders.
• Competence in all MS Office applications.
• Excellent listening, written and verbal communication skills.
• Flexible, calm under pressure and able to juggle a variety of tasks in a fast-paced environment.
• Proven ability to take ownership of tasks, suggest process improvements and build effective working relationships at all levels.

Sitting at the intersection of business development and proposal management, the Bid Coordinator delivers high-quality bid submission documents including RFPs, EOIs, PQQs and ITTs while sourcing and analysing new opportunities through specialist tender portals. Operating across the Business Development team, this role keeps bid material fresh and compelling, maintains case studies and biographies, and ensures every submission is accurate, well-researched, and on-brand.

Duties

• Bring new ideas and proposals to the Business Development team to keep bid material fresh and compelling.
• Source, investigate and analyse new business opportunities via specialist tender portals and distribute for strategic review.
• Deliver high-quality bid submission documents including RFPs, EOIs, PQQs and ITTs to win new business.
• Research previously awarded contracts and ensure submissions are grammatically correct, well-researched and error-free.
• Manage the new business proposal process and systems, including obtaining quotes from preferred suppliers.
• Design process diagrams to document all new business processes for future use.
• Create and maintain case studies and biographies to support compelling new business packs for prospects.

Experience and Qualifications

• Experience in coordination and preparation of bid submissions such as PQQs, ITTs, RFPs and EOIs.
• Strong knowledge of Microsoft Office suite and tender platforms.
• Creative and methodical copywriting skills with high attention to detail.
• Excellent written and verbal communication skills.
• Strong organisational skills, proactive and able to plan and implement independently.
• Self-motivated with a positive, can-do attitude and ability to commit to personal development.

A key member of the National Bidding team, the Bid Coordinator tracks, assesses and pursues bid opportunities by coordinating proposal input from sales, procurement and product teams and submitting compliant proposals within customer-defined timeframes. Collaborating across the organisation, this role manages CRM data, responds to formal and informal quote requests, and provides key account oversight that directly supports revenue growth and long-term contract profitability.

Accountabilities

• Work with the Bid Manager and National leadership team to track, assess and pursue bid opportunities to grow sales and meet financial targets.
• Evaluate bid renewals, reviewing terms to allow for continued profitability within long-term contracts.
• Coordinate proposal input from stakeholders across sales, procurement and product teams.
• Complete and submit compliant, professional proposals within customer-defined timeframes and bid parameters.
• Respond to formal quote and bid requests by vetting through a priority matrix and tracking system.
• Manage and assign incoming smaller informal quote requests to customer service staff.
• Create quotes and orders for awarded accounts and purchasing cooperatives.
• Leverage and maintain CRM data to manage leads, opportunities, deals and results throughout the bid lifecycle.
• Prepare summary reports for award usage and provide key account management and oversight.

Background and Experience

• Minimum 6 months to 1 year of related experience such as customer service, legal document preparation or insurance claim processing.
• Knowledge or understanding of band, orchestra, percussion or elementary general music instruments and materials.
• Strong knowledge of English grammar, writing and proofreading skills.
• Experience writing, editing and formatting using Microsoft Office and Adobe PDF.
• Exceptional attention to detail and organisational skills with ability to complete tasks independently and to a high standard.
• Demonstrated ability to work under multiple deadlines and changing priorities with a results-oriented, can-do attitude.
• Strong communication and active listening skills with a collaborative and adaptable approach.

Winning growth targets for the Energy Division depends on the Bid Coordinator, who produces and coordinates plans for bid submissions while tracking the entire process from prequalification through to final governance sign-off. Based within the Energy Division bid team and reporting to the Head of Bids, this role maintains the centralised bid library, ensures submission quality, and supports pipeline and sales reporting that feeds the division's business plan.

Key Deliverables

• Produce, agree and coordinate plans for bid submissions, tracking the entire process through prequalification and tender stages.
• Update the SalesForce CRM system with accurate and timely bid information.
• Work with Business Development Managers to develop bid win themes, response plans and final submissions.
• Coordinate and support bid managers with tender clarifications and post-tender presentations.
• Collaborate with operational staff and other division functions to create winning proposals.
• Communicate critical bid information effectively to all bid participants.
• Ensure bid plans meet tender requirements in terms of timescales, resource and support.
• Coordinate functions critical to each bid including estimating, commercial input and final governance sign-off.
• Maintain bid information in the centralised bid library and support pipeline, sales and bidding reporting.

Technical Qualifications

• Minimum 3 years of consistent experience in a bid and tender environment.
• Bid and sales qualifications such as APMP Foundation or Practitioner level certification.
• Knowledge, experience and network within the utilities sector.
• Robust skills in Microsoft Office including Word, Excel and PowerPoint, as well as graphics packages such as InDesign.
• Ability to coordinate multiple bids simultaneously, operate within a professional team and meet tight deadlines.
• Excellent presentation, communication and stakeholder management skills.

As the Bid Coordinator, this role searches for tender opportunities, prepares and compiles tender files, and manages the internal tender database while supporting bid managers with the full administration and coordination of RFPs across a training environment. The bid team relies on this work to meet submission deadlines, maintain audit-ready records, and ensure all collateral, templates, and documentation consistently reflect current statutory and marketing requirements.

Scope of Work

• Search for relevant tender opportunities on various platforms and media and follow up on submissions as required.
• Provide full support to bid managers with administration and coordination of RFPs, including compliance, content and template-based aspects.
• Prepare, print and compile tender files in both print and electronic format and scan documents for systematic electronic filing.
• Complete standard tendering documentation and update the internal tender database with statutory and marketing documents.
• Compile collateral, create templates and format documents applying style sheets.
• Ensure bid records including data capturing, reporting, collateral development and team activity schedules are accurately maintained.
• Arrange tender deliveries, schedule meetings, book rooms and take action-oriented minutes during meetings and strategy sessions.
• Analyse, complete and manage basic bids independently.

Education and Experience

• NQF Level 5 certificate in Training and Development or related qualifications advantageous.
• SETA Accreditation as an Assessor and Moderator with relevant registration.
• Minimum 4 years of project administration experience within a training environment.
• Knowledge of entity accreditation requirements, LMIS requirements of QA bodies and full training, assessment and moderation cycle.
• Excellent computer literacy in MS Office including Excel, Word, PowerPoint and Outlook.
• Highly organised with strong time management, attention to detail and ability to prioritise and multitask under pressure.
• Self-motivated, innovative and diplomatic with ability to generate new ideas and build trust within the team.

Bid Coordinator delivers offshore energy bid coordination across the UK, Ireland and expanding global markets, setting up and facilitating bid and no-bid meetings, managing content libraries, and driving continual process improvement within the bid function. The work directly supports the Bid Managers by ensuring all submissions meet brand guidelines, delegation of authority requirements, and strict quality standards, while maintaining up-to-date portals and stakeholder communication.

Job Functions

• Set up and facilitate bid and no-bid meetings, kick-off meetings, bid management plans, document production and submission.
• Maintain content libraries including corporate and technical information such as staff CVs and project profiles.
• Ensure bids are produced to a high quality in line with brand guidelines, processes and delegation of authority requirements.
• Communicate proactively with key internal stakeholders and keep portals and bid tracker up to date.
• Complete prequalification questionnaires and support wider business development activity including research.
• Drive continual process and content improvement across the bid function.

Experience and Qualifications

• Excellent time management and organisational skills with ability to work to strict deadlines.
• High level of computer literacy including Office 365, Word, Excel and PowerPoint.
• Strong formatting skills with close attention to detail and a keen eye for good document design and layout.
• Interest in developing excellent bid writing skills with ability to present written information in a compelling and structured way.
• Confident, professional and highly collaborative with demonstrable ability to work autonomously.
• Experience in fostering relationships and engaging internal and external stakeholders with a client-centric attitude.

The Bid Coordinator owns the coordination of complex multidisciplinary bidding activity and assists the Director of Bidding and Business Development in leading and delivering successful bids safely, on time and within budget across a major rail environment. This role manages team supervision, cost forecasting, and stakeholder liaison, enabling the organisation to maintain high-quality document control and collaborative engagement with subcontractors, clients and third parties throughout every bid.

Leadership Responsibilities

• Assist the Director of Bidding and Business Development in leading and delivering successful bids safely, on time and within budget.
• Coordinate complex multidisciplinary bidding activities and support the team to ensure delivery within agreed timescales, quality standards and safety procedures.
• Maintain high accuracy in document control and conflict of interest registers.
• Chair meetings on behalf of the Director of Bidding as required or delegated.
• Manage and supervise the team including subcontractor and agency staff.
• Maintain records of all external and internal expenditure and resource levels.
• Liaise regularly with subcontractors, clients and third parties to ensure collaborative and transparent stakeholder engagement.
• Forecast and monitor project costs, identify budget deviations and define scope and programme of activities.

Minimum Qualifications

• Undergraduate degree in a relevant discipline preferred.
• Membership of the Association of Proposals Management Professionals.
• Experience in proposals management and coordination in a rail projects environment.
• Understanding of rail disciplines, interface management and commercial implications of project performance.
• Proven experience in team management, organisation and supervising subcontractor and agency staff.
• Ability to communicate effectively with designers, consultants, client staff and construction contractors at all levels.

Embedded within a consultancy bid and project management team, the Bid Coordinator administers individual bid opportunities and produces fit-for-purpose documentation including prequalification documents, expressions of interest and proposals across a diverse range of projects. Working closely with bid managers, technical leads and operational managers, this role ensures all responses meet company governance arrangements, submission timelines, and the highest quality standards required to win new business.

Project Responsibilities

• Administer individual bid opportunities and support bid preparation for a diverse range of consultancy projects.
• Record and track opportunities on the Jacobs CRM system and acknowledge and express interest in tenders.
• Produce fit-for-purpose documentation including prequalification documents, expressions of interest and proposals.
• Ensure appropriate company processes and governance arrangements are followed throughout the bid lifecycle.
• Support management of a portfolio of bids and produce marketing material, diagrams and Gantt charts.
• Support production of cost estimates and assist technical leads and operational managers as required.

Professional Experience

• Excellent communication, administrative, organisational and writing skills.
• Experience in proposal writing and winning bids or tenders.
• Experience producing diagrams and Gantt charts using MS Project and Visio.
• Proficiency in Microsoft Office suite including Word, Excel and PowerPoint.
• Ability to work under pressure, meet deadlines and prioritise across a variety of tasks.
• Flexible, innovative, self-starter with strong attention to detail and ability to work in multi-disciplinary teams.
• Ability to obtain appropriate security clearance.

Reporting to Sales Management, the Bid Coordinator coordinates bidding activities by reviewing RFQs, RFPs and RFIs, directing kickoff and debrief meetings, and managing daily bids and contracts activity across the organisation. Partnering with all levels of management, this role ensures proposal plans, compliance matrices and formal quotes are issued system-wide while maintaining the integrity of contract records and resolving inconsistencies to support timely, high-quality proposal delivery.

Role Responsibilities

• Provide ongoing support to Sales throughout the proposal process and manage daily bids and contracts activity.
• Assist in developing, drafting, modifying and monitoring quote and contract processes and procedures.
• Maintain knowledge base of open proposals and bids to ensure changes and updates are completed within required timeframes.
• Collaborate with all levels of management to gather, analyse, summarise and prepare recommendations on proposals, contracts and procedures.
• Manage system-wide issuance of formal quotes and proposals, verify solicitation responses and draft templates and forms as needed.
• Manage inactive contracts and data on local repository sites in compliance with records retention policy and facilitate documentation for Open Record Requests.
• Recognise inconsistencies and utilise sound judgement in resolving them, and assist with other duties and projects as required.

Knowledge Skills and Abilities

• Bachelor's degree or equivalent work experience.
• Minimum 2 years of experience administering bids and contracts for a service.
• Familiarity with Drilling, Completions and Interventions activities.
• Working knowledge of bidding process and software.
• Proficient in Microsoft Office including Word, Excel and PowerPoint, with competence in records management and general office procedures.
• Effective oral and written communication skills with strong commitment to customer service.
• Ability to maintain confidentiality, manage priorities with attention to detail and work effectively in a team environment.

The Bid Coordinator builds and manages Compliance Registers, Technical Query Registers and SharePoint sites while developing high-quality reports on bid progress, metrics and milestones for a Renewables business. Success in the position means bid diaries, action trackers and weekly communications are consistently maintained to strict deadlines, enabling the bid team to deliver against planned growth targets with accurate and well-presented Board-level reporting.

Areas of Ownership

• Develop and manage Compliance Registers, Technical Query Registers and SharePoint sites throughout the bid process.
• Manage all document management requirements of bids in line with bid processes and work breakdown structures.
• Develop and produce high-quality reports on bid progress, metrics and milestones and prepare presentations for Board meetings and key reporting sessions.
• Take ownership of bid diaries, shared calendars and meeting schedules to ensure effective bid delivery.
• Manage action trackers, proactively follow up with owners prior to completion dates and flag issues where necessary.
• Prepare weekly and monthly communications and develop bid communications tools for the team.

Background and Experience

• Highly organised with excellent verbal and written communication skills including report writing.
• Highly competent in Microsoft Office packages including SharePoint, Power BI, Word, Excel, PowerPoint, Project and Outlook.
• Ability to analyse data, draw conclusions and report clearly and concisely.
• Experience of basic financial processes such as invoice processing and raising purchase orders.
• Able to interpret and apply complex written information relating to policies and procedures.
• Able to work independently to achieve results within strict deadlines in a fast-paced, dynamic environment.
• Excellent customer service skills to engage effectively with stakeholders, colleagues and team members across the Renewables business.

Sitting at the intersection of design practice and proposal management, the Bid Coordinator coordinates with partners, project managers and communications team members to produce bid documents, OJEU responses, RFPs and RFQs while leading kick-off and strategy sessions under the direction of the Head of Bids. Operating across the practice's bid team, this role collates subconsultant material, prepares high-quality documents using Adobe InDesign, and mentors bid team members to strengthen the practice's overall win rate.

Day-to-Day Responsibilities

• Coordinate with partners, project managers and communications team members.
• Produce material for bid documents, OJEU responses, RFPs, RFQs and competition reports.
• Support analysis of brief documents and research potential projects or clients.
• Prepare and maintain bid deliverables matrix and monitor bid timelines.
• Collate bid material from subconsultants and prepare and print high-quality bid documents using Adobe InDesign in a deadline-driven environment.
• Support the bid team in writing and editing CVs and past project case studies, liaising closely with individuals.

Skills and Qualifications

• Experience in a bid position in a design or professional services company.
• Experience preparing bid documents and understanding bid processes such as OJEU responses, RFPs, RFQs and competitions.
• Good technical knowledge of Adobe InDesign.
• Interest in architecture, arts and design.
• Excellent written and verbal communication skills with an articulate and diplomatic manner.

A key member of the contracts and sales support team, the Bid Coordinator researches products, negotiates fixed bid pricing and maintains multi-million dollar bid contracts with State and Federal government agencies, schools and military clients. Collaborating across the PRIME group and DLA Contracting Officer, this role conducts weekly product maintenance, resolves pricing issues through the RECON Tool, and submits required reports to protect contract compliance and profitability.

Work Activities

• Conduct weekly product maintenance in Tandem MPCR including set up, addition and deletion of items.
• Verify weekly STORES catalog matches Tandem and MPCR catalog and work with the division PRIME group to coordinate pricing for each item.
• Review NAPA allowance and ensure it is attached to all DLA customers in coordination with the PRIME group.
• Research and complete follow-up on customer complaints and conduct weekly or quarterly QC checks on auditable items.
• Work the RECON Tool daily to research and resolve pricing issues and submit weekly and monthly reports to the DLA Contracting Officer.

Position Requirements

• High school diploma or equivalent.
• Minimum 1 year of administrative support in a sales environment, with bid experience preferred.
• Contract, customer agreement and pricing experience preferred.
• Knowledge of MS Word and Excel.
• Strong verbal and written communication skills with ability to work independently and exercise sound judgement.

Reporting to practice leadership, the Bid Coordinator creates and delivers bid documentation including competition entries while managing proposals from multiple consultants and coordinating case studies and awards submissions across a built environment practice. Partnering with marketing and communications teams, this role maintains current databases of bid literature and CVs, monitors submission deadlines, and provides feedback on future bid improvement to strengthen the practice's competitive position.

Operational Focus

• Create and deliver bid documentation including competition entries.
• Manage bid proposals from different consultants while coordinating case studies and awards submissions.
• Ensure information is communicated clearly in documentation with supporting graphics.
• Provide feedback and advice on improvement for future bids and practice protocols.
• Maintain up-to-date databases including bid literature, resource library and CVs.
• Follow up on bids, monitor submissions and deadlines and write bids and other practice materials including website content.
• Provide administrative support to marketing and communications as needed.

Required Qualifications

• Proven experience in architecture or the built environment with experience preparing bid documents essential.
• Highly knowledgeable in Adobe Creative Suite, specifically InDesign, and MS Office.
• Excellent writing and verbal communication skills.
• Highly organised with great time management, ability to multitask and strong attention to detail.
• Ability to work effectively as part of a team and autonomously.

The Bid Coordinator shapes proposal development and tender documentation management by working closely with Tender Managers to drive competitive pricing, coordinate regional documentation and metrics, and contribute to predefined contracts and frameworks. The work directly supports shareholder value by ensuring commercially sound deals are structured and submitted accurately within established governance processes.

Functions

• Develop proposals and ensure deals deliver shareholder value, driving competitive pricing.
• Compiling and submitting required tender documentation.
• Manage commercial tools, processes and tender documentation systems.
• Work closely with Tender Managers and coordinate regional documentation and metrics.
• Contribute to predefined contracts and a framework of conditions and prices.

Education and Experience

• Bachelor's degree from an accredited university or college, or high school diploma.
• At least 4 years of experience in Sales.
• Minimum 3 years of experience in Buying and Procurement.
• Solid oral and written communication skills.
• Solid interpersonal and leadership skills with the ability to work independently and solve problems.

As the Bid Coordinator, this role works with bid leads to implement execution plans with clear milestones and deadlines, delivering high-quality documents for electronic uploading and printing while managing client information via web portals throughout the bid period. The submissions team relies on this work to maintain a current submissions library, share lessons learnt, and ensure every hard copy and electronic response is accurately formatted, compliant, and consistently on-brand.

Key Responsibilities

• Work with bid leads to agree and implement an execution plan with clear milestones and deadlines to deliver high-quality documents for electronic uploading and printing.
• Maintain internal and external documentation throughout the bid period, manage client information via web portals and distribute tender amendments and query responses.
• Support bid leads in coordinating the bid process, ensuring compliance and undertaking administrative duties such as organising sessions and meetings.
• Work with writers and graphic designers to ensure documents are clearly laid out, well-structured and consistent, and liaise with external print agencies and animators as required.
• Undertake formatting, printing, collating and distribution of hard copy submissions and uploading of electronic responses.
• Manage and collate submissions information such as case studies, CVs and project information, and contribute to continual improvement of the submissions library.
• Share knowledge and best practice, contribute to lessons learnt reviews and share debrief information across the business.

Qualifications and Experience

• Degree-level education in a relevant discipline advantageous.
• Excellent organisational and coordination skills with experience from a similar role.
• Understanding and experience of the construction industry advantageous.
• Proficient in Microsoft Office 365 suite with excellent typography and document formatting skills.
• Adobe InDesign skills desired.
• Excellent verbal and written communication skills with strong attention to detail and aptitude for editing and proofreading.

Bid Coordinator generates and distributes the bid list from Salesforce, monitors and tracks relevant bid opportunities, and coordinates schedules and approvals to ensure timely completion of proposals across an electrical products business. The work directly supports the sales pipeline by reviewing and summarising RFPs and RFQs for the wider team and applying problem-solving skills to diagnose and resolve issues before submission deadlines.

Core Responsibilities

• Generate and distribute the bid list from Salesforce and drive the team to keep opportunities updated.
• Schedule and facilitate bid meetings, reviewing open Salesforce opportunities per manager instructions.
• Monitor and track relevant bid opportunities and review and summarise bid request documents including RFPs and RFQs to share pertinent information with the wider team.
• Coordinate schedules and approvals for actions supporting bid opportunities and obtain Buyout Quotes from the MAP group.
• Use problem-solving skills to diagnose, troubleshoot and resolve issues to ensure timely completion of proposals.

Education and Experience

• Bachelor's degree or Associate's degree in Engineering strongly desired, or high school diploma with directly related work experience.
• Proposal creation, bid coordination or estimating experience preferred.
• Knowledge of low and medium voltage products.
• Superior attention to detail and ability to manage priorities within strict timelines.
• Demonstrated problem-solving, analytical and organisational skills with ability to learn quickly.
• Strong relationship management, verbal, written and interpersonal skills with ability to work independently and in a team environment.

Embedded within a facilities management business unit, the Bid Coordinator responds to prequalification questionnaires, conducts customer research and provides coordination and writing support on tenders from initiation to submission. Working closely with the Business Unit Director, subcontractor networks and CBRE's customer-facing teams, this role manages communications throughout the bid process and organises contract review meetings and training courses to keep the business unit operating effectively.

Activities

• Respond to prequalification questionnaires including Requests for Information and Expressions of Interest.
• Conduct customer research and create information packs.
• Provide coordination and writing support on tenders from initiation to submission.
• Build relationships and networks with subcontractors and manage communications between customer and CBRE throughout the bid process.
• Maintain the Business Unit Director's diary and organise team and contract review meetings.
• Arrange training courses for business unit support staff and contract managers and assist with invoicing and finance-related duties as required.

Experience and Qualifications

• Previous experience in a similar bid, tender coordination and admin support role within a deadline-driven environment.
• Experience within the property industry is a bonus.
• Intermediate to advanced level in Microsoft Office including PowerPoint, Word, Excel and Outlook.
• High level of written and verbal communication skills.
• Strong organisational abilities with experience handling multiple tasks, meeting deadlines and building effective relationships at all levels.

Reporting to the Bid Manager, the Bid Coordinator prepares, administers and plans bid projects while coordinating kick-off meetings, managing bid portals and undertaking market analysis to identify potential areas for business growth. Partnering with internal stakeholders, this role ensures contracts and signoffs are completed on time and analyses bid KPIs and tracker data to produce management reports that inform strategic decision-making.

Performance Expectations

• Prepare, administer and plan bid projects and contribute to writing, editing and production of submission documents.
• Coordinate bid kick-off meetings with the Bid Manager and manage bid portals and supplier questionnaires.
• Undertake market analysis and identify potential areas for business growth.
• Ensure contracts and internal signoffs are carried out promptly.
• Analyse bid KPIs and bid tracker data to create management reports.

Professional Experience

• Experience supporting the preparation of large, structured bids with a proven track record in competitive tender writing.
• Strong organisational and project management skills.
• Ability to multitask in a fast-paced environment.
• Ability to process and analyse a broad range of data quickly and effectively.
• Ability to manage internal stakeholders with strong administrative skills and an outgoing, sociable personality.

The Bid Coordinator delivers end-to-end tender administration by monitoring the tenders inbox, coordinating meetings with management and relevant team members, and managing timely submissions of tenders, Expressions of Interest and Capability Statements. Success in the position means all submission elements are reviewed and quality-checked before lodgement and administration duties are handled efficiently to support a high-volume, team-based bid environment.

Day-to-Day Responsibilities

• Monitor and action the tenders inbox, receive tender documentation and review all documentation thoroughly.
• Coordinate meetings with management.
• Relevant team members and manage timely submissions of tenders, Expressions of Interest and Capability Statements.
• Review all submissions to ensure all tender elements are captured, including editing, grammar and spelling checks prior to submission.
• Assist management with administration duties and any other ad-hoc tasks as required.

Minimum Qualifications

• Previous bid, proposals or business writing experience.
• Technically proficient in Microsoft Office suite.
• Excellent written and verbal communication skills with strong interpersonal and administration skills.
• Exceptional time management and organisational skills with high attention to detail.
• Ability to work collaboratively in a high-volume team environment and take initiative in problem solving and exercising judgement.

Sitting at the intersection of sales coordination and supply chain operations, the Bid Coordinator serves as the main point of contact for an assigned Area Sales Manager while managing project timelines, creating final quote and tender packs and sourcing third-party pricing across departments. Operating across factory supply orders and invoicing, this role enables tender bids to be delivered on time and within budget while tracking multiple concurrent projects for the Milton Keynes area.

Scope of Work

• Serve as the main point of contact for assigned Area Sales Manager and maintain accurate data in company business systems.
• Collaborate with colleagues across departments.
• Ensure tender bids are delivered on time and within budget.
• Manage the timeline of each project, seeking input from relevant stakeholders, and create the final quote and tender packs.
• Raise and process direct supply orders to the company's factory, raise invoices and source third-party pricing for projects.

Background and Experience

• Experienced in raising quotations, project coordination and calculating margins.
• Ability to work independently and as part of a team with excellent organisational and project management skills.
• Professional commitment to excellent customer service with the ability to support and motivate others.
• Natural multi-tasker with the ability to track and manage multiple projects and a quick learner.
• Must be located in or close to the Milton Keynes area.