Bid Coordinator

Job Summary:

The primary purpose of the Bid Coordinator role is to support the Bid Management team in the execution of bids (tenders and proposals) for the business, including coordinating bids, coordinating portals and frameworks, managing the Content Library and supporting the Head of Bid Management with improvement activities. The jobholder, with the support and guidance from the Head of Bid Management, will be responsible for supporting respective bids with expertise / resources drawn from across the company, as defined in the list of responsibilities below.

Main Duties:

 

Management Information and Process

 

  • Running reports, such as win rates and trends
  • Working with the Head of Bid Management and team on lessons learned analysis and driving improvement
  • Guiding Sales and various stakeholders on process and best practice, including ensuring the process has been followed for the Opportunity lifecycle

 

Framework Coordination

 

  • Distributing the framework opportunity to the relevant Account Managers (AMs), for current frameworks and with framework partners
  • Submitting responses on behalf of the relevant AMs for framework partners
  • Ensuring SalesForce holds the relevant information
  • Running reports for data analysis and to understand spend for financial reporting

 

Portal Coordination

 

  • Logging in, downloading docs and issuing new requests to relevant AMs
  • Uploading and submitting responses on behalf of the relevant AMs
  • Maintaining portal login details
  • Applying for new portals

 

Content Library

 

  • Managing the Content Library (working with the Bid Management team and wider organisation), including creation and maintenance of: Content, Templates, References and Case Studies

 

Bids

 

  • Support the successful coordination of Bid Management-led opportunities from Qualification through to Contract Award (including PQQs, RFIs and SQs; and small ITTs, RFPs and proposals), including:
    • Response and timeline planning
    • Scheduling and chairing kick-off and (appropriate) review meetings
    • Coordinating, writing, editing, reviewing and formatting response documents
    • Managing and submitting clarifications questions and answers
    • Liaising with and providing updates to key stakeholders
    • Submitting the response (inc. portal uploads, email and postal)
    • Managing post-submission clarifications
    • Managing any further stages, i.e. Best and Final Offer, Presentation, Contract Negotiations
    • Carrying out Lessons Learned
    • Managing internal systems throughout (including SalesForce and AutoTask)
  • Responsible for reviewing Sales-led ITQs and proposals, including formatting and spellcheck.

Supporting the Head of Bid Management and Bid Managers (BMs) on large, strategic opportunities on some of the above activities.

Other Continually improving knowledge and skills, in order to potentially progress into a Junior BM / BM.

 

Qualifications / Knowledge:

 

Essential:

 

  • Refer to Skills / Competencies

 

Desirable:

 

  • APMP Foundation Certification

 Experience:

  • Experience in supporting a bid management team (or project management team)
  • Experience in supporting multiple people and functions
  • Experience in managing process and best practice

 

Skills and Competency:

Essential:

  • Strong time management and organisational skills
  • High standards of written and verbal communication
  • Highly experienced in Microsoft Office

 

Desirable:

  • An understanding of strategic bid management processes
  • Strong key stakeholder management, including up to CxO-level and external

 

CAE Recruitment
CAE Recruitment
jobs@thisiscae.com