Bid Administrator in London

Life at The IN Group: Put simply, we’re a group of talent brands that unlock the power of people. We love growing, evolving and challenging the status quo. We work in a truly human way that goes the extra mile and cares about building long-standing relationships.

We’re very proud of our six brands:

• Investigo - Award-winning permanent and temporary recruitment with 21 specialisms and sectors, in the UK, US, and Europe.
• Definia - Defining, designing, and delivering technology, transformation, and cultural change.
• BioTalent - Life sciences recruitment sourcing talent across the globe to offer a first-class, people-centred service.
• InX - Executive search and interim management solutions to accelerate leadership and help them to build their teams.
• Caraffi - Talent advisory solutions, employer branding, talent acquisition strategies, and talent advisory leadership development.
• Sigma Labs - Hire, train and deploy high-performance technology consultants to help businesses fill the digital skills gap.

The Bids & Sales Enablement Team sits within The IN Group’s central operations, supporting all six brands across the UK and internationally. We ensure the Group produces high-quality, compliant, and timely responses to client requests, proposals, and onboarding requirements playing a key role in enabling revenue growth and strengthening client relationships.

The team currently consists of:

• Head of Bids – overseeing all Group bid activity and process improvement.
• Head of Partnerships – leading on all public sector and framework bids.

Together, we work collaboratively across the Group’s brands to deliver first-class support for all bidding, onboarding, and client registration activity.

The Bid Administrator provides vital support across all stages of the client onboarding and bid administration process. This includes managing supplier and client portals, completing questionnaires and due diligence forms, maintaining up-to-date company information, and supporting the bid team with day-to-day coordination and tracking.

The role is ideal for someone highly organised, proactive, and confident working independently. You’ll interact with colleagues across the business including Finance, Legal, Compliance, and Operations to gather information and ensure deadlines are met. As the role develops, there will be opportunities to gain hands-on experience in bid writing, proposal coordination, and wider sales enablement activities.

Key Responsibilities in this role:

• Client Portal & Registration Management: Manage and complete supplier and client portal registrations, ensuring all data is accurate and current. Maintain records of portal logins and ensure timely renewals or updates. Support bid submissions by uploading documents and responding to clarification requests.
• Client Onboarding & Supplier Forms: Complete and submit client onboarding forms, supplier questionnaires, and compliance documents. Collate information from internal stakeholders, including Finance, Legal, and Compliance teams. Track progress of forms and ensure timely completion in line with client deadlines.
• Information & Document Management: Maintain a central SharePoint library of company information, policies, and bid documentation. Confidently navigate SharePoint and other internal systems to locate required information. Support updates to standard templates and ensure version control is maintained.
• Inbox Management & Coordination: Monitor the central Bids Team Inbox daily, triaging requests and assigning to the appropriate team member. Ensure timely communication with internal stakeholders and clients regarding requests or updates.
• Bid Tracker Management: Maintain and update the Group Bid Tracker on a weekly basis, ensuring all opportunities are logged and status updates are accurate. Liaise with brand teams to capture new bid activity and progress updates. Assist with summary reports and dashboards when required for management meetings.
• Team & Administrative Support: Provide general administrative support to the Head of Bids and Head of Partnerships. Assist with scheduling meetings, preparing bid packs, and maintaining filing systems. Support the collection of performance data and metrics for reporting purposes.

What you need in order to succeed in this role:

• Strong administrative background, ideally within a professional services or recruitment environment.
• Excellent Microsoft Office skills (Word, Excel, Outlook, and PowerPoint essential).
• Strong attention to detail, organisational ability, and a proactive approach to problem-solving.
• Confident communicator with the ability to engage colleagues at all levels across departments.
• Able to work independently, use initiative, and manage multiple priorities simultaneously.
• Experience with SharePoint or similar document management systems is desirable.
• Interest in developing a career in bids, tenders, or proposals would be advantageous.

Attributes:

• High level of integrity and ethical standards.
• Strong interpersonal skills and the ability to work collaboratively with diverse teams.
• Proactive and solution-oriented mindset.

What you will get from us:

• A fun, supportive, caring, collaborative environment.
• Christmas close without using your annual leave - time for you to spend with your loved ones!
• Flexible working, we follow a hybrid model of a minimum 2 days in the office.
• High achievers’ rewards, family days, various weekly, quarterly, yearly fun events, fun Thursdays.
• Opportunity to get involved in different communities in the business like our Wellness committee and DEI committee.
• We have a generous referral scheme for talent you recommend to us.
• We offer free private healthcare via Vitality, eye tests, discounted gym memberships and more.
• Wellbeing and Engagement committee.
• We love to give back - last year we raised £92,000 for charity through our Big Investigo Give initiative.
• You’ll gain exposure to the full bid lifecycle and, with mentorship from the Head of Bids and Head of Partnerships, develop the skills needed to progress into a Bid Coordinator or Junior Bid Manager role over time.

Sound interesting? Apply today!