Role overview:
To provide supporting information for qualitative responses to secure new opportunities for the Company in line with the business plan.
Role Scope:
The role of Bid Coordinator covers graphic design, bid administration, organization, coordinating, and reporting.
Graphic Design
* Confident working with templates and brand guidelines, with strict adherence to style sheets, page set-up, and table formatting.
* Leading the production of documents, presentations, and bid responses using graphic design software packages (likely Adobe Creative Suite) utilizing Hill brand guidelines or developing custom templates.
* An enthusiasm for collaborating with our in-house Bid Graphic Designer to update and create new templates for bids, presentations, and supporting information.
* Having a full understanding of previous presentations, projects completed, collateral, and case studies available, and the ability to provide supporting information into a presentation or submission file to make attractive and impactful work.
Bid Administration
* Producing documents and making amends precisely within agreed timescales.
* Work alongside the Bid team to ensure all documentation is submitted and updating the relevant Bid Process Forms.
* Ensuring all presentation/tender documents are on-brand, presentable, and of the highest quality.
* Ensuring all data on is added to our Bid Library and CRM and Project database are up to date and correctly recorded.
* Plan and chase contributors to submissions, ensuring timely receipt of information.
Organisation, Coordinating and Reporting
* Leading and coordinating clarifications for all bid submissions, ensuring the relevant personnel and trackers are up to date.
* Ensuring the team progress leads and opportunities in line with the Business Plan and to the required deadlines and in accordance with agreed procedures.
* Deliver reports, bids, and other documentation to required standards and timescales whilst also identifying and implementing process enhancements and efficiencies that drive business improvements in one or more of the following areas:
o Improved quality of responses/documentation
o Reduce costs
o Time saving
o Better data visibility and accuracy
Key Internal/External Relationships:
* Internal: Managing Directors, Pre Construction team, Regional Directors, New Business team, Regional teams (Commercial, Production, Technical), Health & Safety Director and HSEQ team
* External: Employer’s Agents and Clients
Key Results Areas:
* Delivery
o Manage and monitor new opportunity emails/notifications, ensuring timely requests for relevant opportunities.
o Request new opportunity notices as directed by the Assistant Bid Manager and Head of Bid Management.
o Regularly check portals for updated or amended information on requested bids.
o Review, create, and distribute EOI/SQ/ITT sheets to the Assistant Bid Manager for review and prompt distribution to the wider team.
o Update the CRM and Project database with deadlines and bid updates.
o Download documents and clarifications from portal websites as soon as notifications are received and distribute them to the bid/project team.
o Maintain accurate logging and filing of bid-related documents.
o Coordinate the timely delivery of physical bid submissions when necessary.
o Update project tracking spreadsheet with results of successful/unsuccessful bids and obtain feedback where required.
o Coordinate the archiving of bid files.
o Review corporate subscriptions and memberships with the Bid Management team.
o Provide administrative support for qualitative responses and tenders, including issuing tender documentation.
o Ensure the Bid Library is accurate and up-to-date, particularly regarding standard and Health and Safety information.
o Promote the company as the partner of choice to potential partners, clients, landowners, and agents.
o Demonstrate a can-do attitude and provide high-quality, concise information in plain English to support the company’s selection as a preferred partner/bidder.
o Perform other ad-hoc duties as required.
Quality & Compliance
* Review bid opportunities as required with the support of Assistant Bid Manager and Head of Bid Management ensuring alignment with company objectives.
* Complete supplier questionnaires, principal contractor and health and safety questionnaires accurately and within deadlines collaborating with the HSEQ Team and relevant teams where required.
* Manage and track reference requests, ensuring CRM and Project Database is kept up to date.
* Lead the effort to secure Constructionline Gold/Silver accreditation by reviewing on a monthly basis and coordinating with relevant personnel to provide accurate responses.
* Collaborate with the Assistant Bid Manager on tenders for 100% price-based projects, ensuring that necessary quality responses are included where applicable, even if they are not scored.
* Maintain accurate records in the CRM and Project database, ensuring all project and framework details are updated and aligned with current information.
* Stay informed about the Company’s adopted policies and ensure that all necessary information and performance details are clearly outlined for potential partners and clients.
Collaboration
* Liaise with the Bid Team to ensure all bid review meetings are booked in, as per launch meeting.
Financial
* Ensure all financial information issued is accurate, up-to-date, and aligned with submission requirements.
* Update all submitted bid values accurately in the CRM and Project database.
* Coordinate with the Finance Team to provide necessary financial information, such as accounts, credit reports, and insurance documentation, in a timely manner.
People
* Collaborate closely with the Bid Team to deliver timely, accurate, and high-quality information for InDesign, qualitative, and compliant bid submissions.
* Work in partnership with the Pre Construction and Regional Teams to ensure the submission of accurate and timely financial data.
* Coordinate with the Bid Graphic Designer and Communications Teams to procure and arrange photos for case studies and CVs.
Success Measures:
* Provides administrative support as directed, on time and to the required standard.
* Ensure CRM and Project database is updated.
* SQ/ITT information sheets are completed for sign off.
* Contract Notices and FTS emails and notifications are managed.
* Monthly Reports are produced as required.
* Efficient response to SQ queries.
* Corporate/Professional subscriptions are renewed in time.
Skills, Experience and Attributes:
* Strong organisational and time management skills with the ability to handle multiple projects simultaneously.
* Proficiency in using IT skills in InDesign (or similar), Excel, Word, Powerpoint and CRM and Project database.
* Ability to provide high quality, succinct information in plain English to assist in selection for the Company as preferred partner/bidder.
* Previous experience in Coordinating/Project Management.
* Demonstrates the ability to meet deadlines reliably while maintaining quality and attention to detail.
* Excellent written and verbal communication skills with a keen eye for detail and the ability to work across departments.
* Strong commitment to consistency and accuracy, ensuring all work meets the highest standards of quality and professionalism.
* A proactive attitude and the ability to innovate and improve processes.
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