Bid Coordinator
Bristol, Cardiff, Exeter or Plymouth
About us
Hoare Lea is a human-centric and planet-conscious engineering consultancy. We offer intelligent and sustainable solutions to complex design challenges for the built environment throughout the UK and further afield.
We provide a wide range of engineering and consultancy services, including acoustics, air quality, building services (MEP), fire, lighting, security and sustainability to name but a few. Together, our highly skilled teams use technical expertise and problem-solving skills to bring buildings to life. We ensure that whatever the building, its design is outstanding, and its operations meet the needs of the communities it serves.
We are as committed to providing an environment where everyone can realise their unique potential. So, in joining Hoare Lea, you will experience a business that enriches your knowledge, supports your wellbeing, and welcomes your individuality. You’ll have the opportunity to participate in our 9-day fortnight scheme, thriving community groups, varied social and networking events, and extensive professional and technical development schemes. We also offer an extensive benefits package, including private medical cover, electric vehicle salary sacrifice scheme, stock options, and up to days of annual leave.
Whatever your ambitions or circumstances, our aim is to enable everyone to develop their knowledge, give their best, and enjoy what they do.
The role
The Bid Coordinator will be responsible for producing and collating compelling bid submission documents for the Southwest Business unit, this will include producing industry-leading and project-winning bid proposals, and documents, setting the standard for all Hoare Lea’s bids. Taking ownership of the end-to-end bid process, the Bid Coordinator will be responsible for managing an opportunity from EoI/qualification through to contract award, working with the relevant Hoare Lea Director(s) to capture and promote the value proposition, commercial considerations, and risk management aspects, as well as supporting the delivery team to develop the strategy and solutions, aligned with the Hoare Lea brand.
• Act as a focus point for the Head Programme Directors and work winning directors.
• Lead the production and preparation of high-quality bid documents and proposals in response to client Invitations To Tender (ITTs), Requests For Proposals (RFPs), Pre Qualification Questionaries (PQQs), and any other ad-hoc bid/expression of interests requests.
• Coordinate bid schedules and deadlines, ensuring that all stakeholders are aware of timelines and deliverables to meet submission requirements and all responses to requests for proposals and submissions deadlines are made within ample time.
• Review and edit all bid documentation for clarity, coherence, consistency, and compliance with Hoare Lea standards and client requirements.
• Responsible for allocation and tracking questions and responses across the business, writing original responses, plus re-writing, editing, and improving key responses.
• Read and understand briefing documents from both public and private organisations.
• Responsible for proofreading final material and providing technical and commercial writing skills where required.
• Build internal and external relationships with individuals to create quality bids.
• Identifying areas of improvement to the bid process whilst obtaining and sharing best practices.
• Develop and use creative approaches to the writing and presentation of bids.
• Assist in the production, graphic design, delivery, and management of bids, PQQs presentations, and ad-hoc business development material.
• Contributing proactively to develop and improve all areas of Hoare Lea's office marketing material and databases.
• Maintaining a database of bid information, updating as required, both locally and uploading exemplar answers to the intranet for others to use.
• Learning and owning Hoare Lea’s brand guidelines for work-winning materials (CV's, Case Studies, Bid Documents, Capability Statements, Presentations, etc) as well as working with the wider, national bid community.
• Working with Hoare Lea’s Central Marketing and Bid Knowledge Groups, drawing on their experience and material available; as well as producing documents to standard formats, and sharing them with the wider Practice.
• Research associated areas such as potential client's key contacts, lists of upcoming Framework opportunities, and site acquisition information.
• Tracking and distribution of relevant notices published (OJEU searches).
• Ownership and management of key tender portals, registrations, and updating company information as required.
• Management of Frameworks and the opportunities which materialise through them.
What we are looking for
• This role requires someone with outstanding organisational and communication skills, with great energy and attention to detail, possessing a ‘can-do’ attitude and with the ability to work to tight deadlines.
• The successful candidate will be able to inspire the team and be able to build strong relationships and influence at all levels, across specialisms, and with senior colleagues.
• Ideally, you will already have an excellent understanding of the built environment and construction industry.
• Experience in leading, developing and implementing bid-winning strategies.
• In addition, you must be computer literate and particularly proficient with the Microsoft Office suite.