Bid Administrator in Belfast

Reports to: Bid Manager

Location: Head Office, 60 Boucher Place, Belfast, BT12 6HT.

About Us

Gilbert-Ash is a multi-award winning business based in Belfast. As an Employee Owned Trust (EOT), Investors in People and Diversity Mark accredited business along with the accolade of Sunday Best Place to Work 2026, we are a people-centric workplace. At Gilbert-Ash we think creatively to help our clients deliver stunning and often challenging projects. It’s about considering the impact we have on local communities and the wider world – finding unique ways to maximise positive opportunities and smarter ways to offset the negative.

Summary of the Role:

Reporting to the Bid Manager, the post holder will support the preparation and submission of complete, comprehensive and competitive bids. As part of the Bids team, you will assist in the development of bid templates and documentation, while identifying opportunities to enhance the overall quality, consistency and efficiency of the bid process.

Key Responsibilities / Accountabilities:

• Assist in the development, delivery and coordination of incoming bid requests.
• Establish from the initial documentation as to the commercial validity of the opportunity to the Company.
• Ensure the highest standards of quality are maintained in the tender / bid application.
• Support and drive the bid process, ensuring the most appropriate and relevant solutions are developed for each opportunity through effective coordination with internal and external stakeholders.
• Establish, maintain and update a set of standardised answers and templates stored for future bids.
• Bid design and production including marketing materials and web development / information management.
• Completion of pre-qualification questionnaires, obtaining information from other departments as and when required.
• Working closely with the estimating department in compilation of pricing documentation ensuring accuracy and efficiency.
• Participate in tender selection review meetings.
• Lead or assist, when necessary, with tender applications / interviews.
• Liaise with client / clients’ representatives in preparation of the bid / tender application.
• Establish and maintain good relations with Clients / Design Teams, sub-contractors, suppliers and their representatives as well as any other stakeholders and ensure that opportunities for future work are followed through.
• Maintain quality and environmental control procedures in accordance with ISO 9001 and ISO 14001.
• Maintain comprehensive and accurate records of own activity related to projects on Gateway to ensure traceability.
• Fulfil Company CPD requirements and undertake all relevant training and development activities as and when required.
• Contribute to the Company’s Corporate Social Responsibility and ESG initiatives.

The above list is not exhaustive, and the post holder may be required to take on other duties and responsibilities for the effective and efficient performance of this role as requested by Bid Management.

Person Specification:

Required Experience:

• This position is ideal for a graduate or an early-career professional with 1-2 years’ experience in administration or project support, looking to progress within a bid management environment.
• Experience of managing multiple tasks and deadlines within a fast-paced environment.
• Experience working collaboratively.

Desirable Experience:

• Previous experience supporting bid, tender, proposal or pre-construction processes, or equivalent.
• Experience within the construction, engineering, professional services or similar industry.
• Experience using bid management systems or document collaboration platforms.
• Previous experience within an administration, coordination or support-based role.

Required Education:

• A minimum of a 2:1 bachelor’s degree (or equivalent) in a discipline such as Business, Marketing, Construction Management, Project Management, Law or a related field.
• GCSE Maths and English at grade C or above (or equivalent).

Required Skills & Abilities:

• Strong analytical skills.
• Strong attention to detail, with a high level of accuracy and consistency in work output.
• Strong document formatting and proofreading skills.
• Excellent organisational skills.
• Excellent written and oral communication skills.
• Good working knowledge of Microsoft Office packages.
• Ability to work effectively as part of a team and independently.
• Ability to manage multiple deadlines and priorities.
• Strong time management skills.
• Ability to work well under pressure.
• Ability to follow structured processes accurately.
• Ability to create and maintain good working relationships.
• Proven troubleshooting skills.

Other – Required:

• Eligibility to live and work within the UK and ROI.
• Driving Licence.

Equal Opportunities:

Gilbert-Ash Ltd. is an equal opportunities employer and therefore is committed to promoting diversity and equality of opportunity and does not discriminate, whether on grounds of race, gender, sexual orientation, gender re-assignment, disability, age, class, religion or belief, community background or passport held. These principles underpin our professional behaviour and are embedded in our policies, procedures, day-to-day practices, and external relationships. We therefore welcome and encourage job applications from a fully diverse range of candidates.

Privacy:

We are committed to protecting the privacy and security of your personal information as per the terms of our Privacy Policy, available on request from Gilbert-Ash Ltd.