Bid Coordinator

Role: Bid Coordinator

Salary: £30-40k plus benefits

Job Status: Full time/ Permanent

Location: Remote with a quarterly visit to the London office for Team Meetings

Vacancy Reference: VR/05400

Role Description:

Our client is currently recruiting an organised and detail-driven Bid Coordinator to support a growing Facilities Management business. Working closely with the Bid Manager and wider operational / commercial teams, you’ll play a key role in supporting the group’s facilities management operations to retain existing contracts and to win new business, including cleaning and consumables in health care settings, education (schools, colleges, universities), offices and other sites.

The role is fully home-based 5 days/ week, however, you must be able to and willing to travel/ commute to London/ other UK locations for team meetings quarterly, or as requested.

It is essential that you have a background in the support of public sector tendering for facilities management contracts or possess a demonstrable, proven, and transferable skill set.

Experience using Salesforce or other CRM systems (e.g. Microsoft Dynamics 365) is highly desirable.

Responsibilities:

• Check the contracts mailbox each morning and then throughout the day, ensuring messages are forwarded to the right person (e.g., Bid Manager) in a timely manner

• Maintain Salesforce CRM system with records of new opportunities including bid / no bid decisions, opportunity summary details, including proactive monthly reviews of the system

• Oversee contracts spreadsheet, ensuring contracts which are due to expire are identified and relevant operational managers are notified and asked for clarification on the current situation with the contracts (e.g., coming out to tender soon, extension received etc.)

• Review Tenders Direct / BiP Solutions adverts and portals daily for potential opportunities

• Express an interest in opportunities on behalf of the relevant operations and circulate documentation

• Manage all portal logins

• Update team calendar and project log on an on-going basis

• Attend and contribute to weekly tender team meetings

• Receive and distribute Selection Questionnaire (PSQ) and Invitation to Tender (ITT) documents

• Complete TUPE Confidentiality returns and circulate TUPE logs

• Request detailed feedback from the commissioner following notification of successful and non-successful tenders

• Liaise with operations and Bids Team regarding site visits, events, tender interviews, or presentations and confirm attendance

• Notify relevant managers of updates and tender outcomes.

• Practice and promote effective, timely communication both within and outside the company

• Promote anti-discriminatory practice

• Protect the confidentiality of customers and of the business

• Participate in staff development (including supervision), training and performance appraisals as required

• Promote and fulfil the company’s service aims as defined in the company’s Statement of Purpose

• Comply with company policies and procedures as appropriate

• Participate in meetings as required.

Relationships:

• Accountable to the Group Head of Bids and Contracts

• Regular contact and interaction with the Bid Managers, Directors, Heads of Departments and other Directors while carrying out duties

• Contact other people and professionals outside of the group including procurement managers and customer representatives.

Person Specification:

• High level of professional and personal integrity, value-driven and committed to excellence and personal development

• Ability to coordinate and follow up ensuring all outstanding work is being chased, tracked, and progressed, not dropping or missing anything

• Ability to work as part of a team, getting on well with both the immediate bid team and as part of the wider business

• Diplomacy including the ability to assert themselves, acquiring material needed without upsetting colleagues

• Excellent planning, organisation, and multi-tasking skills

• Must work well under pressure

• Personable and confident to communicate internally and externally with a wide range of people

• Highly committed and prepared to work flexibly to manage workload peaks and troughs common to roles

• Good level of competence in Microsoft Office applications, particularly Excel

• Experience administering contracts, portals, expressions of interest and updating trackers, calendars, and other documentation

• Experience of using tender portals, e.g. ProContract, In Tend

• Accurate typing skills

• Excellent attention to detail

• Ability to work on multiple projects under pressure and within deadlines

• Ability and willingness to work flexibly to meet tight deadlines

• Experience of providing administrative and contractual support.