Kingdom Services Group have an excellent opportunity for an experienced Bid Administrator to join our established and successful Tendering Centre.
A highly organized and detail-oriented professional, the Bid Administrator will play a key role in coordinating and supporting the bid process, from sourcing opportunities to assisting with submissions.
With experience in bid management, procurement, or administrative support in a fast-paced environment, they will thrive under deadlines, ensuring high-quality bids that drive business growth and customer engagement.
Where: Head Office, Newton-le-Willows WA12 area.
When: We’re looking to get the right person in to the team ASAP!
Hours: 40 hours per week, Monday to Friday 09:00am - 17:00pm or to meet the demands and objectives of the primary role.
Salary: £25,000 per annum.
What’s in it for you?
* 22 + Official Public Holidays, plus 1 day per annum for 100% attendance record.
* Death in Service Insurance Scheme.
* Access to advanced / early pay scheme.
* Free uniform & equipment (job role applicable).
* Colleague CARE Platform - links to huge benefits, mental health & wellbeing support and much more.
* Community social value days (available at Line Managers discretion and in line with CSVD policy).
* Weekly recognition and reward scheme.
* Refer a friend monetary scheme (terms and conditions apply).
* Award winning team and supportive work environment.
* Vivup | Home (vivupbenefits.co.uk).
Role Responsibilities
Below is not an exhaustive list and any other reasonable and fair role relevant tasks may be added:
* Monitoring the tender inbox for new opportunities, updates, and communications.
* Sorting and prioritizing emails to ensure urgent matters are addressed promptly.
* Distributing relevant tenders and queries to appropriate team members.
* Logging into procurement portals to check for new tenders, updates, and submission deadlines.
* Uploading and managing bid documents in compliance with portal requirements.
* Ensuring the company profile and compliance documents on portals are up to date.
* Reviewing new opportunities and summarizing key details for internal review.
* Coordinating with stakeholders to determine bid viability.
* Sending structured bid/no-bid decision emails to relevant teams.
* Gathering necessary company information to complete Pre-Qualification Questionnaires (PQQs) and Selection Questionnaires (SQs).
* Ensuring responses are accurate, compliant, and aligned with customer requirements.
* Liaising with internal teams (e.g., finance, legal, HR) to collect supporting documents.
* Tracking clarification deadlines and submitting queries to the customer.
* Collecting responses and distributing them to the relevant team members.
* Ensuring clarifications are factored into bid responses.
* Coordinating with customers and internal teams to arrange site visits.
* Confirming attendance and ensuring all logistics are organized.
* Communicating site visit details to key stakeholders.
* Logging bid progress, customer interactions, and updates in HubSpot.
* Ensuring accurate record-keeping for reporting and future reference.
* Keeping data organized for pipeline tracking and bid performance analysis.
* Compiling data on bid submissions, outcomes, and key metrics.
* Preparing and distributing weekly reports to senior management.
* Identifying trends and areas for process improvement.
* Responding to internal and external queries regarding bid processes.
* Providing administrative support to bid teams.
* Assisting in ad hoc tasks related to tendering and procurement.
Each of these tasks contributes to the smooth running of the bid function, ensuring compliance, efficiency, and a well-organized approach to tendering.
Essential Role Experience
* Education: A degree or relevant certification in business administration, procurement, or a related field is advantageous.
* Attention to Detail: Ability to review bid documents meticulously, and condense complex content into easy-to-read summaries.
* Communication Skills: Strong verbal and written communication skills to liaise with internal teams and external stakeholders.
* Project Coordination: Proven ability to manage multiple tasks simultaneously, track deadlines, and ensure all tasks are completed on time.
* Document Management: Experience handling large volumes of documents, formatting, proofreading, and ensuring accurate record-keeping.
* Knowledge of Bid Portals: Familiarity with procurement portals, tender submission platforms, and relevant compliance requirements.
* Software Proficiency: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint), Adobe Acrobat, and bid management tools such as InTend, Proactis, or equivalent.
* Stakeholder Engagement: Ability to work closely with sales, operations, finance, and technical teams to make bid / no bid decisions.
* Time Management: Strong organizational skills with the ability to prioritize workloads under tight deadlines.
* Writing Skills: Ability to write clear, concise, and persuasive responses, tailoring answers to demonstrate the company’s capabilities and compliance with customer requirements.
If this sounds like you and you’d like to begin your journey with Kingdom Services Group, please apply now!
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