Bid Coordinator - Manchester

About The Role

BID COORDINATOR – Permanent Opportunity
Division: Civil Engineering

Location: Manchester

Benefits: Car Allowance; Subsidised Private Medical Cover; Life Assurance Scheme; Living away from home allowance (where appropriate), Contributory Pension, 35 Days annual leave (Including Public Holidays)

Job Summary

We are looking for a Bid Coordinator to assist with the day to day running of bids in our Work Winning Department.Reporting to the Senior Bid Manager, the position will be key in providing a professional and efficient administrative service to the team in support of bids, tenders and when required, pre-qualification submissions. The candidate will have a collaborative approach to tasks and is required to have a high standard of grammar, communication and writing skills.

The primary responsibility of the Bid Coordinator will be to provide administrative and project management support in the preparation of tender submissions for our Civil Engineering regional business unit.
We are seeking a candidate who has strong IT skills, is an excellent organiser and who can implement effective time management skills, in order to manage multiple activities simultaneously and prioritise workloads.

Our ideal candidate will have the ability to create and utilise a bid plan timetable and deliverables / responsibility matrix, whilst working to strict submission deadlines.
They will be proficient in managing tender portals to send and receive client information.
Understanding of the bid process in a construction industry would be advantageous, as would exposure to Adobe InDesign & Publisher and a CRM, though not essential.

The Bid Coordinator will:

• Support the Bid Management Team as required on the preparation and submission of each bid against agreed programme; adapt to the approach of each bid manager you are working with.
• Ensure all the bid documentation has been downloaded from the client portal and saved onto SharePoint.
• Interrogate bid documentation and complete Deliverables Matrix to ensure the required information is being submitted.
• Co-ordinate the preparation and submission of the bid and achieve agreed bid objectives, agreeing layouts, artwork etc with the Bid Manager and the Graphic Design Team.
• Maintain the clarifications folder, ensuring all outdated documents are superseded correctly and clarifications are distributed throughout the tender team.
• Effectively maintain relevant databases and ensure information is up to date.
• Format and proofread all technical responses in preparation for submission.
• Ensure all information is complete and ready for submission, including building the final submission document.
• Follow core GRAHAM business systems and policies throughout your area of responsibility
• Co-ordinate, prepare and continually review bid submissions.
• Assist with the preparation of meeting schedules and coordination of the design and construct teams.
• Assist with the preparation of bid presentations.
• Liaise with other members of the bid team including external partners and consultants

• Strong communication skills both written and oral
• Excellent spelling and grammar
• Extensive experience of Microsoft Office including Word and Excel as well as Adobe InDesign and Publisher
• Excellent organisational and time management skills to manage multiple activities simultaneously and prioritise own and others’ workloads
• Ability to create and utilise a bid plan timetable and responsibility matrix, supporting virtual team adherence to process
• Contribute to proposal project timetable including the timely collection of data from various parties including sub-contractors, consultants and internal subject experts
• Ability to meet bid submission deadlines according to guidelines / instructions
• Logging and capture of all proposal data in central repository
• Maintain compliance matrices to ensure compliance to all questions
• Maths and English GCSE grade B and above.
• Work collaboratively within a team
• Comprehensive understanding of the tendering process
• Experience in using CRM desirable

Behavioural Competencies

Planning and Prioritising: Plans and prioritises around departmental/team objectives. Able to spot opportunities and problems in the medium and long term and develop new approaches. Has a strong attention to detail with consistently accurate results. Ability to work under pressure to conform to deadlines.
Effective Communication Skills: Good communication and organisational skills. Able to adapt communication to audience (staff and professional and non-professional personnel), and to develop, maintain and manage relationships with management team members and clients alike
Problem Solving: Looks objectively at each situation to ensure that all outcomes are thoroughly assessed before deciding on an appropriate course of action. Seek advice when necessary.
Adaptability: Able to manage change and remain flexible to individual situations.
Innovative: Personal Development: keen to take ownership of role and pursue personal development of skills and knowledge necessary for effective performance.
Outlook: Self-motivated and enthusiastic with an outgoing friendly manner, an effective team worker with flexible approach to working environment and has the ability to work on own initiative and integrate with a wider team when necessary.

Our Commitment
At GRAHAM, we are proud to say that we are a committed Equal Opportunities Employer and we aim to be the first choice for people from all backgrounds. We seek to promote respect for the individual and equality of opportunities. We believe that everyone should be treated solely on the basis of personal merit and contribution throughout their GRAHAM career journey and not on the value of artificial barriers, prejudices, or preferences.
If you require any adjustments or accommodations during the application or interview process, please let us know. We welcome applicants from all backgrounds. We are dedicated to making our policies and guidance accessible to all applicants and employees. If you need this document in an alternative format, such as large print, audio, or braille, please contact us at:
• Email: hr-jgc.resourcing@graham.co.uk
• Phone: 07384 916355
As a Disability Confident Employer, we guarantee an interview to disabled applicants who meet the minimum essential criteria for the role. If you would like to apply through the Disability Confident Interview Scheme, please contact Louise Hunter, Resourcing Manager, at:
• Email: louise.hunter@graham.co.uk
• Phone: 07384 916355
We are only able to consider applications from individuals who are eligible to live and work in the UK, as per Home Office regulations. Please check your eligibility with the regulations before applying. Individuals with a current time restricted right to work in the UK, should contact the Human Resources team in the first instance.
A basic disclosure may be requested if security clearance is required by 3rd party clients and a criminal record will not necessarily be a bar to obtaining a position. Our Access NI/Vetting and Barring Scheme Policy and Policy on the Recruitment of Ex-Offenders is available upon request.
GRAHAM reserves the right to carry out checks to ensure the validity of an applicant’s experience and/or qualifications and we expect all applicants to comply with any such requests for information. Failure to do so or evidence of any falsification of information will lead to either removal from the recruitment process or if already in employment potential termination of contract through the company disciplinary procedure.