Bid Coordinator:
PURPOSE OF THE ROLE
o The role of the Bid Coordinator is to assist the Head of Submissions and Bid Managers with the preparation and production of PQQ and Tender submissions in line with agreed deadlines.
o Ensuring all tender documentation is presented to a uniformly high standard, editing and proofreading submission documents, as well as deputising for the document controller and other administrative duties as required.
o The ability to prepare graphics such as flow charts and organisation charts is also required to support high standard submissions.
ROLE ACCOUNTABILITIES
o Manage PQQs in-line with the level of experience and complexity of the bid, with support where required from team members.
o Ensure compliance with the work winning processes and procedures to manage submissions and bid-related information.
o Support briefings and progress meetings keeping auditable records of actions agreed for each bid.
o Initiate/produce non-technical written responses for submissions including; references, case studies, CVs and project experience.
o Support contributors with content development and responses by assessing whether the questions are being answered.
o Manage inputs from contributors ensuring that they are aware of deadlines and chase where necessary.
o Maintain, organise and collate documents and supporting information for each proposal ensuring the information is of high quality.
o Provide feedback to the Head of Submissions and Bid Managers of progress with the coordination and collation of information.
o Create the final publication and with the team, ensure the bid is delivered to the Client on time.
o Production of the final submission in liaison with submission team members, ensuring the bid is delivered to the client on time via hard copy or electronic portal.
o Maintain Themis (Document Management System) ensuring a complete record of the submission is maintained for future review or scrutiny.
o Support administration with document controlling duties.
o Assist with Knowledge Management using Themis.
ADDITIONAL DUTIES
o Any other duties consistent with your status and seniority, as necessary to meet the needs of the Business of the Company.
KEY SAFETY RESPONSIBILITIES
o Please see separate individual responsibilities for Health, Safety, Quality and Environmental (HSQE) matters attached