Bid Coordinator

Ref: 154-JH

Role: Bid Coordinator

Salary: £28,000 – £30,000 Per Annum DOE

Location: Sheffield

Hours: 37.5 Per Week

Working Pattern: Monday – Friday

Our client is seeking a highly organised and proactive Bid Coordinator to support the delivery of high‑quality bids, tender submissions, and pre‑qualification documentation. The successful candidate will work closely with the team to ensure the efficient coordination, preparation, and submission of all bid-related materials.  This role requires exceptional attention to detail, strong administrative skills, and the ability to work to deadlines in a fast‑paced environment.

The role:

Tender & Project Administration

• Manage the central Tender inbox, ensuring all opportunities are reviewed, categorised, and allocated promptly.
• Create projects on the CRM system and ensure all associated documentation is saved in the correct locations and named consistently.
• Complete standard company information for Selection Questionnaires, SQs, PQQs, ITTs, and other pre‑qualification documentation.
• Support the team by gathering corporate policies, certificates, case studies, and compliance material required for submissions and ensuring up-to-date versions are saved in the bid library.
• Chase archived or “not started” projects, updating their status and ensuring accurate record‑keeping.
• Log, track and follow up on feedback for unsuccessful submissions, recording all responses appropriately.
• Conduct internal audits on bid projects to ensure compliance, accuracy, and completeness.

Document Creation & Formatting

• Produce draft CVs, ensuring alignment with company templates and project requirements.
• Prepare bespoke capability statements tailored to specific client or tender needs.
• Transfer and format text, imagery, and other material into InDesign templates, maintaining HQC design standards.
• Support the creation and maintenance of high‑quality submission documents.

InformationManagement

• Maintain and update the Portal Register with accurate details of tender portals, logins, and access information.
• Request, gather, and record client references and testimonials, collating all information into a central location.
• Administer and maintain the Bid Library, ensuring content is organised, current, and easily accessible.

The successful candidate:

• Previous experience in a bid, tender, or quality‑focused administrative role
• Experience in construction, quality control or related sectors would be preferred
• Strong administrative and organisational skills
• Excellent written English and attention to detail
• Ability to manage multiple deadlines and workload priorities
• Familiarity with MS Office (Word, Excel, Outlook)
• Ability to format documents professionally
• Proactive approach to communication and follow‑up
• Comfortable working with templates and structured content