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.
* Deth 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.