Bid & Administration Coordinator

Purpose of the Role

To provide essential administrative support to the Bid & Administration Manager and Managing Director, assisting in document management, tender coordination, and marketing activities. The role plays a key part in ensuring smooth operations across bid, marketing, and accreditation functions, with visibility over all company activities to support overall business growth.

Key Responsibilities

Bid & Marketing Administration

Tender Management:

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Receive, process, record, and track all incoming tenders to ensure timely responses and compliance with deadlines.

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Review documents against registers, unzip and store files appropriately, ensuring file paths support audit compliance.

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Support tender submissions by creating and formatting high-quality deliverables and monitoring progress.

Team Liaison & Document Collation:

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Liaise with Operational Teams to gather information, including CVs and organograms, for tender submissions.

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Maintain accurate internal tracking systems for tender submissions, deadlines, and outcomes.

Portal & Clarification Management:

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Keep tender and accreditation portals updated with current company documentation.

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Monitor and track tender clarifications, raise and review queries, and ensure timely, complete responses.

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Manage document version control and track clarification deadlines.

Content & Presentation Support:

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Assist with preparing, formatting, and distributing bid documents using tools such as PowerPoint, Word, and Canva.

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Maintain professionalism and confidentiality in all bid-related communications and materials.

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Support the creation and maintenance of project documentation and marketing content.

Bid Library Development:

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Collaborate with the Bid & Admin Manager to expand and improve bid library content (CVs, case studies, themed responses for sectors such as Healthcare, Education, Decarbonisation, etc.).

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Support the integration of new tools and technologies, including AI software, to enhance bid processes.

Accreditation Administration

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Collate and maintain evidence required for the renewal of key accreditations (e.g., Constructionline, CHAS, SafeContractor, BlueSky, FPA, Fire Aware).

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Provide administrative support for both existing and new accreditation applications under the guidance of the Bid & Admin Manager.

General Administrative Support

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Assist with updating company websites and blog posts in line with brand guidelines.

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Support the creation of marketing materials and documentation as needed.

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Provide second-line telephone support by answering calls, transferring, and taking messages.

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Manage diary entries and scheduling for bid-related staff and the wider Bid Team.

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Carry out ad hoc duties as assigned by Directors, Office Heads, Project Managers, or the Group Administration Manager.

Key Attributes & Skills Required

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Strong organisational and time management skills

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Excellent written and verbal communication

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Attention to detail and high standard of document formatting

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Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and familiar with tools like Canva

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Ability to maintain confidentiality and manage sensitive information

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Comfortable working independently and as part of a team

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Experience or interest in bid writing, marketing, or document control is an advantage

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Willingness to learn and adapt to new systems and technologies