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    Bid Coordinator

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    1 Year

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Job Title: Bid Coordinator

Contract Dates: ASAP - 30/09/2022

Location: Ashby

*Outside of IR35*

We require a Bid Coordinator to support the Telecoms aspects of HS2. One will be dedicated to the Ops Comms 4 and the other will support the other HS2 opportunities.

Key responsibilities and duties include:

  • Provide administrative and co-ordination support to the HS2 bid team

  • Support the Bid manager in co-ordinating all parties involved in the bid process to ensure everyone is aware of the level of contribution expected of them and deadlines.

  • Create and manage bid team contact and annual leave information for the duration of the bid.

  • Source, co-ordinate and create CV’s for delivery organisation

  • Manage client portal and TQ process

Specific Skills/Tasks

  • Day to day administration and management of sales and supplier portals

  • Day to day administration and management of company contract management and risk tools

  • Organising and attendance at internal review meetings

  • Assistance in preparation of internal tender review documentation

  • Preparation and distribution of minutes of meetings

  • Document management and archiving

  • Maintaining department file structures and access permissions

  • Assistance in compilation of departmental reports and liaising directly with contributors to ensure timely submission

  • Formatting of documentation for tender submissions

  • Supporting the production of Pre-Qualification Questionnaires

  • Administration of departmental SharePoint sites

  • Coordinate contract signatures ensuring appropriate authorisations are in place

  • Contract archiving both digitally and in Chippenham office

  • Assisting departmental audits

  • Organise translation services, shipping, dispatch of documentation

  • Arranging purchase orders for bid codes and department cost centre

  • Venue and travel booking

  • Holiday / sickness cover for other ST&BD admin staff

  • Support facilities management for the Bids & Tendering function, including organising IT


  • Administration experience (minimum 3 years), incl. document formatting

  • Word, Excel & PowerPoint to intermediate level as a minimum, preferably advanced level

  • SharePoint to intermediate level as a minimum, preferably advanced level

  • Good interpersonal skills and collaborative approach

  • Proactive and able to operate on own initiative with minimal supervision

  • Highly organised and deadline driven, professional working style

  • Able to work with complete confidentiality and with great attention to detail

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