Bid Coordinator

As a Bid Coordinator at GB Railfreight (GBRf), you will support the delivery of high‑quality, compliant, and competitive bid submissions across a range of sectors including infrastructure, bulk, and intermodal. Working closely with the Business Development and wider commercial team, you will play a key role in coordinating inputs, maintaining bid documentation and ensuring that submissions are produced to a consistent and professional standard. You will assist in managing the bid process from opportunity identification through to submission and post‑submission activities, including coordinating internal stakeholders, tracking progress against deadlines, and supporting the preparation of written responses and presentation materials. This role requires a proactive, organised, and detail‑focused individual with strong communication skills and the ability to work effectively in a fast‑paced, deadline‑driven environment.

Key Responsibilities

• Support the coordination of bid activities, ensuring inputs are received, reviewed, and incorporated in line with submission deadlines.
• Assist in the development and maintenance of bid programmes, tracking progress and highlighting risks or delays.
• Working cross‑functionally with Operations, Finance, Assets, and Safety teams, ensure that contributions are captured efficiently, formatted correctly, and aligned with client requirements ensuring consistency and compliance.
• Assist with translating technical and operational information into clear, structured content that supports the overall bid narrative.
• Prepare and format bid documentation, ensuring a high standard of presentation and version control.
• Support the drafting and editing of bid responses, ensuring clarity, structure, and alignment to evaluation criteria.
• Assist with governance processes, including document reviews, approvals, and submission checks.
• Support post‑submission activities, including clarification responses and lessons learned reviews.
• Maintain bid plans, track actions, and ensure that document control is applied consistently across all submissions.
• Support the drafting and refinement of bid responses, ensuring clarity, structure, and alignment with evaluation criteria, while maintaining and developing bid libraries, templates, and best practice documentation.
• Ensure all documentation is stored and managed in accordance with internal processes and standards.

Skills and Experience

Essential Skills

• Strong organisational and administrative skills, with the ability to manage multiple tasks and deadlines.
• Excellent written and verbal communication skills.
• High attention to detail, particularly in document formatting and quality assurance.
• Ability to work collaboratively with cross‑functional teams.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint), with strong document formatting capability.
• Ability to work under pressure in a fast‑paced environment and adapt to changing priorities.
• Excellent time‑keeping and ability to work to important deadlines.
• Flexible and willing to travel across the UK and occasional overseas as required by the business.

Desirable Skills

• Experience supporting bid or proposal processes within a commercial or project‑based environment.
• Experience within rail, logistics, or infrastructure sectors.
• Familiarity with UK procurement processes (PQQ, ITT, RFI).
• Basic understanding of bid management and document management systems.

Key Benefits of Working With Us

• A generous healthcare package.
• An Employee Assistance Programme (EAP) – providing access to 24/7 counselling support and wellbeing resources.
• An online benefits portal offering hundreds of discounts at nationwide retailers.
• An electric vehicle scheme (available after your first 12 months).
• Regular social events, including days out for you and your family.
• Training and development opportunities, including internal courses and external certifications through our industry‑renowned development programs. We prioritise your growth in line with our people‑centred culture.

Inclusion Without Exclusion

At GB Railfreight, we recognise that a more diverse range of people leads to greater innovation. We recruit and develop people best suited to the role requirements, regardless of background. Our aim is to create a diverse workforce that reflects wider society. We champion diversity, inclusion, and wellbeing in the workplace, in alignment with our values. If you're as passionate about Equity, Diversity, and Inclusion (EDI) as we are, we invite new employees to join our People and Culture working group and contribute to the ongoing work in this area.