Bid Administrator

Role: Bid Administrator

Salary: £37k plus benefits

Job Status: Temporary, until December 2024

Location: Surrey/Hybrid

Vacancy Reference: VR/05109

Role Description:

Bridge Recruitment are currently networking for a Bid Administrator to join the Team of one of our clients, a newly-merged Soft facilities company delivering high quality solutions for cleaning, grounds maintenance and support services. As Bid Administrator, you will be responsible for supporting the bid management process by assisting with administrative tasks, maintaining bid documentation and ensuring the smooth flow of bid activities. The ideal Bid Administrator will have proven experience in a similar role or environment and will have excellent communication and organisation skills to support them in this role. This is a temporary role, until December 2024.

Responsibilities:

• Organise and maintain bid documentation, including bid files, templates, contracts, and other relevant documents

• Maintain and manage a centralised repository for bid-related materials, ensuring easy accessibility for the bid team

• Track and update bid documents, ensuring version control and document accuracy

• Assist in the preparation and formatting of bid documents, ensuring consistency in branding, formatting and layout

• Track and maintain records of all bids, including documents, correspondence and evaluations

• Coordinate with internal stakeholders to gather necessary information, ensuring comprehensive and accurate bid responses

• Collaborate with subject matter experts to gather and incorporate new content into the bid library

• Assist with bid coordination activities, including scheduling meetings, preparing meeting agendas and taking meeting minutes

• Coordinate internal communication and collaboration among bid team members and stakeholders

• Ensure the distribution of bid-related information, updates, and documentation to relevant parties

• Support bid team members in gathering information, researching, and preparing bid responses as needed

• Liaise with various internal teams, including sales, operations, finance, legal and technical departments, to gather input and ensure alignment in bid responses

• Assist in the review of bid documents to ensure compliance with client requirements, guidelines and specifications

• Conduct quality checks on bid submissions, verifying accuracy, completeness and adherence to bid instructions

• Collaborate with internal teams to address feedback, incorporate revisions and finalise bid documents

• Assist in maintaining a library of pre-approved content, templates and standardised bid responses

• Identify areas for process improvement within the bid administration function and propose solutions to enhance efficiency and effectiveness

• Stay updated on industry best practices and emerging trends in bid administration and document management

• Provide suggestions and recommendations for improving bid-related tools, templates and processes

• Proactively develop and maintain the highest standards of customer care in all areas of responsibility

• Maintain effective communication at all times by developing and maintaining professional working relationships with all colleagues, clients and customers

• Ensure that health and safety standards are maintained at all times. Advise the Health and Safety Representatives of potential risk areas

• Conduct a continual review of personal performance, seeking to improve effectiveness both individually and as a team member

• Assist in the identification of personal training and development needs in relation to your duties and ensure these are fulfilled in line with Departmental Business Objectives

• Understand and work towards individual, team and business objectives

Requirements:

• Flexibility to support the business as needs arise

• A-levels or equivalent qualification in business administration or a related field is preferred

• Proven experience in administrative support roles, preferably in a bid management or procurement environment

• Strong organisational and time management skills, with the ability to prioritise tasks and meet deadlines

• Excellent attention to detail and accuracy in working with bid documentation and data

• Proficient in using MS Office Suite (Word, Excel, PowerPoint) and document management software

• Strong communication skills, both written and verbal, to effectively interact with internal teams and external stakeholders

• Ability to work collaboratively in a team environment and establish positive relationships with colleagues

• Familiarity with bid management processes and an understanding of the bidding lifecycle is advantageous