Bid & Proposal Coordinator

Chevin Fleet Solutions are looking for a Bid & Proposal Coordinator with 2+ years of experience to join our team. We are looking for a proactive individual, with a positive mindset to oversee the end-to-end proposal process for all Chevin locations.

For more than 30 years, Chevin have been developing and delivering innovative software solutions for the global fleet management industry. Our products and services are used by internationally recognized companies such as Cox Automotive, Canadian National Railway, Deloitte and Accenture, through to not-for-profit organizations, global freight businesses, regional and local government. We have built a powerful platform that allows businesses to efficiently manage the complete lifecycle of a fleet, streamlining processes, improving performance and ensuring compliance.

Our focus has always been to entice and empower the best talent globally and support them to do great things. Creativity solving problems, passion for driving customer experience and value, and a pride in our work drives constant innovation. Our trusted teams embrace a positive mindset and demonstrate the high levels of accountability which are key to helping us scale and realize our goal of delivering exceptional employee and customer experience.

The role of the Bid & Proposal Coordinator is to oversee the end-to-end proposal process for all Chevin offices. This includes preparing proposal responses (including soft market engagement exercises, RFIs, RFPs, and RFQs), technical requirement documents, security questionnaires, due diligence documents, registration on tender portals, and proposals describing Chevin’s products and services in response to requests from prospective clients. The Bid & Proposal Coordinator manages and meets proposal deadlines, working with stakeholders to establish project priorities, actions, and submission due dates as part of the proposal process.

Success in this role will be measured through the timely submission of high-quality proposals, effective stakeholder coordination, continuous improvement of bid processes and content, and contribution to increased proposal success rates.

What you will need to do:

• Coordinate the end-to-end bid and proposal process, supporting opportunity qualification, response development, submission management, and post-submission activities.
• Contribute to bid/no bid recommendations.
• Work with the wider team to assess and address the technical and commercial risks relating to the opportunity during the qualification stage.
• Understand the potential clients’ specific requirements.
• Produce first draft responses utilising our existing response library and AI.
• Manage/coordinate efforts and resources using project management principles to complete proposals by liaising with other Chevin departments and stakeholders to support the completion of proposal responses.
• Work alongside the Sales Account Executive/s during the proposal process to gain a deeper understanding of the buyer, fit with Chevin’s solution and the win themes for our bid.
• Manage the development of the proposal submission throughout the process, ensuring the resulting response is complete, accurate, compliant, and submitted on time.
• Produce visually appealing proposal submissions, working with the marketing team where appropriate to enhance the proposal template.
• Responsible for final edit and quality assurance of the proposal documentation.
• Respond to clients’ and other stakeholders’ queries before, during, and after the proposal has been submitted.
• Maintain and continuously improve bid management processes, templates, content libraries, and supporting systems to increase efficiency, response quality and shortlist/win rates.
• Manage the access and login details to various submission portals.
• Maintain our registration with relevant public sector registers such as SAM.GOV and the UK Central Digital Platform (CDP).
• Research and identify relevant cooperative contracts that could be used by Chevin’s potential customers to simplify their procurement process.
• Complete annual renewal on assurance and risk management platforms (e.g. Joscar, Achilles).
• Keep track of multiple in-flight proposals to ensure dates and timelines are met.
• Diligently gather and analyse feedback from buyers on submitted proposals, using insights to refine processes, improve response quality, and increase future success rates.

Essential Skills and Experience:

• Excellent verbal and written communication skills; strong listening, questioning, and problem-solving skills, allied to an ability to interpret and understand customer requirements.
• Project management skills - highly organised and analytical with good time management and the ability to prioritise and manage multiple work streams.
• Graduate degree or equivalent, with 2–4 years' professional experience in a software, technology, or professional services environment.
• Experience coordinating multiple stakeholders and deadlines within a project, operations, sales support, PMO, proposal, or customer-facing environment.
• Highly motivated self-starter with high levels of resilience and the ability to succeed in a fast-paced, changing environment, working both independently and as a part of a team.
• Strong attention to detail.
• Good commercial acumen.
• Excellent teamworking, stakeholder management, relationship-building and influencing skills.
• Creative and innovative thinker capable of understanding technical requirements.
• An interest in the sector in which Chevin operates, coupled with a willingness to keep up to date with industry trends, regulations, and legislation.
• Effective use of AI-assisted tools to develop relevant response content, reviewing and refining outputs to ensure accuracy, quality, and alignment with customer requirements.

Desirable Skills and Experience:

• Experience in or with fleet management, logistics, supply chain, or the automotive sector.
• Strong working knowledge of Salesforce.
• Formal project management certification (e.g. PRINCE 2 Foundation or Practitioner).
• Experience working as part of an international team.

Worker Type: Regular

Number of Openings Available: 1