Purpose of the Role
To provide essential administrative support to the Bid & Administration Manager and Managing Director, assisting in document management, tender coordination, and marketing activities. The role plays a key part in ensuring smooth operations across bid, marketing, and accreditation functions, with visibility over all company activities to support overall business growth.
Key Responsibilities
Bid & Marketing Administration
Tender Management:
Receive, process, record, and track all incoming tenders to ensure timely responses and compliance with deadlines.
Review documents against registers, unzip and store files appropriately, ensuring file paths support audit compliance.
Support tender submissions by creating and formatting high-quality deliverables and monitoring progress.
Team Liaison & Document Collation:
Liaise with Operational Teams to gather information, including CVs and organograms, for tender submissions.
Maintain accurate internal tracking systems for tender submissions, deadlines, and outcomes.
Portal & Clarification Management:
Keep tender and accreditation portals updated with current company documentation.
Monitor and track tender clarifications, raise and review queries, and ensure timely, complete responses.
Manage document version control and track clarification deadlines.
Content & Presentation Support:
Assist with preparing, formatting, and distributing bid documents using tools such as PowerPoint, Word, and Canva.
Maintain professionalism and confidentiality in all bid-related communications and materials.
Support the creation and maintenance of project documentation and marketing content.
Bid Library Development:
Collaborate with the Bid & Admin Manager to expand and improve bid library content (CVs, case studies, themed responses for sectors such as Healthcare, Education, Decarbonisation, etc.).
Support the integration of new tools and technologies, including AI software, to enhance bid processes.
Accreditation Administration
Collate and maintain evidence required for the renewal of key accreditations (e.g., Constructionline, CHAS, SafeContractor, BlueSky, FPA, Fire Aware).
Provide administrative support for both existing and new accreditation applications under the guidance of the Bid & Admin Manager.
General Administrative Support
Assist with updating company websites and blog posts in line with brand guidelines.
Support the creation of marketing materials and documentation as needed.
Provide second-line telephone support by answering calls, transferring, and taking messages.
Manage diary entries and scheduling for bid-related staff and the wider Bid Team.
Carry out ad hoc duties as assigned by Directors, Office Heads, Project Managers, or the Group Administration Manager.
Key Attributes & Skills Required
Strong organisational and time management skills
Excellent written and verbal communication
Attention to detail and high standard of document formatting
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and familiar with tools like Canva
Ability to maintain confidentiality and manage sensitive information
Comfortable working independently and as part of a team
Experience or interest in bid writing, marketing, or document control is an advantage
Willingness to learn and adapt to new systems and technologies