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
Competencies
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