Specialist - Bid & Contracts in Bristol

The Specialist – Bid & Contracts plays a critical role in ensuring the accurate, timely and compliant delivery of bids, questionnaires and contract documentation across the business. This role represents a step up from support-based activities to full operational ownership, requiring strong judgement, independence, and proactive stakeholder management. The Specialist is expected to run defined workstreams end-to-end, escalating appropriately but not relying on constant oversight.

Key Responsibilities

• Ownership of Questionnaires, Forms & Onboarding: Take full ownership of all client questionnaires, onboarding documents, pre-qualifications and related forms, including those issued as part of a tender or bid process, from receipt through to submission. Assess requirements and delegate input where appropriate, including to the Business Support Administrator – TLI Document Controller, as well as internal stakeholders such as Health & Safety, QHSE, Finance, Tax, Legal and Compliance. Actively manage contributors to ensure responses are accurate, complete, consistent and returned within agreed timelines, recognising the criticality of tender deadlines. Review all inputs holistically to ensure alignment with Atlas standards, agreed contractual positions and overall bid strategy prior to submission. Maintain a clear and auditable record of submissions, responses and supporting documentation.
• Deadline, Mailbox & Workflow Management: Take ownership of TenderDesk and Contract Management mailboxes, monitoring incoming requests, questionnaires and documentation requirements. Track and manage deadlines relating to questionnaires, forms and supporting documentation, ensuring timely progression and escalation where required. Proactively flag risks to delivery, conflicting priorities or resourcing constraints, proposing solutions rather than waiting for direction. Delegate mailbox actions to the Team Manager where appropriate, ensuring clarity on ownership and next steps.
• Contribution to Tender & Bid Activity: Support the Team Manager – Bid & Contracts across live tenders by contributing input, drafting content, reviewing responses and identifying risks or inconsistencies across tender documentation. Demonstrate initiative by proactively highlighting gaps, misalignments or compliance risks within questionnaires, forms or supporting tender materials. Provide structured feedback and suggestions to improve clarity, consistency and alignment with bid strategy.
• Contract Template Review & Coordination: Support and aid in the review of client contracts, including reviewing proposed amendments against Atlas contract templates, standard positions and playbooks. For all contract reviews, process the proposed contract via the Contract Review GPT, consolidating the output into the agreed contract review Excel format ready for review and discussion with the Team Manager – Bid & Contracts. Where the Contract Review GPT returns a risk score of 6 or above, supplement the Excel review with a supporting email summary to the Team Manager – Bid & Contracts, clearly highlighting: (1) proposed redlines or comments, and (2) suggested amendments or positions, by querying the GPT on “how and where to make changes or comments to bring the document in line.” Escalate material deviations, commercial risks or non-standard positions in line with agreed escalation thresholds. For completed contract negotiations, paste the final contract review Excel into the company contract review Excel storage, ensuring all required integrity checks are completed each time. Perform integrity checks consistently (e.g. correct entity, contract type, date, counterparty, version control), recognising these are routine but essential to data quality and auditability. Use contract review activity as a development pathway, actively building knowledge, confidence and judgement with the objective of progressing towards more independent contract reviews over time. Maintain visibility of comments, rationale and outcomes to support consistency, learning and future reference.
• Insurance Support: Act as a backfill for insurance-related activities in periods of absence (e.g. holiday, sickness) for the Business Support Administrator – TLI Document Controller, ensuring continuity of service and no impact to bids, tenders or contract delivery. Act as the first point of escalation for the Business Support Administrator – TLI Document Controller on insurance-related queries, issues or blockers. Escalate (or assist the Business Support Administrator – TLI Document Controller in escalating) complex, non-standard or high-risk insurance matters to the Chief Commercial Officer in line with agreed escalation routes. Maintain a working understanding of Atlas insurance structures and documentation to ensure effective cover, accuracy and consistency across submissions.
• Independence, Quality & Accountability: Work independently and proactively, taking responsibility for understanding full context including emails, attachments, instructions and downstream implications. Ensure outputs are reviewed in full prior to submission, without reliance on others to identify gaps or errors. Take ownership of mistakes, learn and implement corrective actions to prevent recurrence. Balance pace with accuracy, particularly in high-pressure or time-critical tender environments.
• Team & Stakeholder Collaboration: Act as a reliable and professional team member within the Bid & Contracts function. Respect the time and priorities of internal stakeholders, communicating clearly, concisely and with purpose. Contribute positively to team knowledge-sharing, consistency and continuous improvement.

Candidate Profile

• Experience & Capability: Experience in bids, tenders, contracts, or complex, deadline-driven coordination roles. Comfortable managing multiple workstreams with competing priorities. Able to interpret requirements, assess risk and apply judgement within agreed frameworks.
• Behavioural Characteristics: The successful candidate will demonstrate: Strong ownership mindset – accountable for outcomes, not just tasks. Independence – capable of progressing work without close supervision. Contextual awareness – understands how individual documents fit into the wider bid or contractual position. Sound judgement – knows when to proceed, when to pause and when to escalate. Team orientation – collaborative, reliable and respectful of others’ time. Initiative – proactively improves quality, consistency and process.

This role reports into Team Manager - Bids & Contracts.