Bid Coordinator | Homebased in South East

VIVO provides facilities management and accommodation maintenance for the UK military and its partners. VIVO embodies both experience and innovation.

We put our Customers and Families First. They are the driving force behind everything we do. We drive forward improvements for them to ensure the service they receive, whether reactive repairs or a major project, is completed safely and on time. In order to achieve this, we have 4 core values: open, caring, agile and collaborative. These are at the heart of everything we do.

Contract: Full Time, Permanent

Location: Home Based, with travel into London every 2 weeks and as required

Hours: 37.5 hours per week, Monday to Friday, 8.30 – 5pm

Salary: £30,000–£34,000 per annum dependent on experience

Be Part of VIVO’s Growth Story

Are you an organised, proactive professional with strong coordination skills and a talent for keeping people, priorities and deadlines on track? VIVO is looking for a Bid Coordinator to join our newly established Bid Team. This is an exciting opportunity to play a key role in supporting major growth opportunities, working closely with senior stakeholders, customers and colleagues across the business to help deliver successful bids.

About the Role

As Bid Coordinator, you’ll be at the heart of the bid process, taking responsibility for coordinating timelines, people, information and key deliverables. You’ll manage bid timetables from initial customer requirements through to submission, ensuring milestones are clearly communicated and deadlines remain achievable. You’ll coordinate internal and external stakeholders, including senior colleagues and customer-facing contacts, ensuring everyone understands their responsibilities and deadlines. You’ll organise meetings, workshops and regular bid check-ins, monitor progress and identify potential risks or delays before they become issues. You’ll also manage client documentation and communications, track responses to bid questions, coordinate graphics and supporting documents, and maintain VIVO’s bid library so the team has access to high-quality, up-to-date resources for future opportunities. This is a role where strong organisation, confidence and communication are essential. You’ll need to be comfortable taking ownership of your workload, managing competing priorities and keeping others on track in a deadline-driven environment.

What We’re Looking For

Bid experience is not essential. We’re interested in people with strong coordination experience who can demonstrate excellent organisation, attention to detail and the ability to manage multiple tasks and stakeholders. Experience in project coordination, administration, office management or a similar role would be highly relevant. Experience managing a small budget would be advantageous, as would previous exposure to projects, tenders or bids, although these are only desirable. You’ll need to be confident communicating with people at all levels, including senior stakeholders, and able to quickly understand and organise complex information. A proactive, methodical and solutions-focused approach is essential. Strong knowledge of Microsoft Excel, PowerPoint and Word is essential. These skills will be assessed through a practical skills test during the first stage of the interview process.

This is a home-based role with travel forming part of the position, including travel into London approximately every fortnight. Occasional additional travel and overnight stays may be required. Some flexibility may be required around key bid deadlines, with a commitment to supporting a healthy work-life balance and giving time back where additional hours are needed. BPSS clearance is required for this role.

Ready for Your Next Challenge?

If you’re an experienced Coordinator, Administrator or Project professional who enjoys taking ownership, bringing people together and making sure deadlines are met, this could be the perfect opportunity to build a career in the world of bids and commercial growth. Join VIVO’s growing Bid Team and play a vital role in helping us secure exciting new opportunities for the future.

VIVO Defence Services

The role you have applied for is with VIVO Defence Services, a joint venture between Serco and EQUANS. By applying for this role, please be aware that information contained within your CV may be shared between VIVO Defence Services, Serco and EQUANS during the recruitment process.

At VIVO, we are committed to building a diverse and inclusive organisation that supports the needs of all. Therefore, we will make reasonable adjustments at interview through to employment for our candidates and strongly encourage applications from a diverse candidate pool.

We are open to discussions around flexibility and flexible working and operate a hybrid work structure in many of our business areas. We are proudly a Disability Confident Leader. Disabled applicants who meet the minimum criteria for the job will be given the opportunity to demonstrate their abilities at an interview.