Bids Control Coordinator

Role purpose - The Project Controls coordinator is responsible for providing full ownership of the bids and tenders process and for strengthening commercial and delivery control across the business. The role leads bid coordination, ensures the bid / no-bid process is followed, supports estimating, drives cost control discipline, and manages document control standards so that information is accurate, current, and properly governed. The role reports to the General Manager and works closely with the Operations Managers to support project selection, tender quality, cost visibility, and controlled execution. The role is also expected to actively support the culture through continuous improvement, clear accountability, strong collaboration, high professional standards, customer focus, and disciplined financial control.

Reporting line - Reports to the General Manager.

Working relationships - Works closely with the Operations Managers, Financial Controller, Project Managers, and other functional leads to support bid decisions, tender submissions, estimating input, project cost reporting, offer sign off and document control.

Key responsibilities

• Take full ownership of all bids and tenders from initial enquiry through to submission, ensuring deadlines, quality standards, and internal approvals are met.
• Create estimates within agreed norms and ensuring sign off from Operations managers
• Lead and enforce the bid / no-bid process so that opportunities are reviewed consistently, risks are understood, and decisions are made with the right internal input and accountability.
• Coordinate tender responses by gathering technical, operational, commercial, and delivery information from the relevant managers and subject matter experts.
• Support and develop estimating activities, ensuring cost estimates are robust, complete, commercially sensible, and aligned with the proposed delivery model.
• Work with Operations Managers, HSE-Q officer and project leaders to build accurate pricing assumptions, labour plans, equipment allowances, subcontract costs, and risk provisions.
• Drive cost control discipline by supporting budget set-up, cost tracking, variance reporting, and early identification of commercial risks or overspend.
• Produce clear project controls information to support management decisions, including tender status, estimated versus actual cost visibility, and key commercial observations.
• Own document control standards for tenders and project controls documentation, ensuring version control, accuracy, traceability, and secure handling of controlled documents.
• Ensure bid files, tender submissions, supporting calculations, pricing schedules, clarifications, and approval records are maintained in an organised and auditable manner.
• Support handover from tender stage to operational delivery so that scope, assumptions, exclusions, risks, and commercial commitments are clearly understood.
• Identify opportunities to improve bidding, estimating, cost reporting, and document control processes through standardisation, lessons learned, and continuous improvement.
• Work collaboratively with the Operations Managers and wider business to support shared success across divisions rather than silo working.
• Maintain a strong customer focus by ensuring tenders are professional, well-structured, commercially sound, and aligned to client requirements and delivery capability.
• Promote high standards, professionalism, and disciplined governance in all bid, cost control, and document control activities.

Person specification

• Experience - Strong experience in project controls, tendering, mechanical estimating(Piping), commercial coordination, or a similar project support role in an industrial or project-based environment.
• Bid management - Able to coordinate and manage bids and tenders from enquiry to submission with strong organisation and attention to detail.
• Commercial awareness - Good understanding of estimating, pricing build-up, cost control, margin awareness, and commercial risk.
• Governance - Able to apply structure and discipline to bid / no-bid decisions, approvals, and controlled processes.
• Document control - Strong understanding of version control, document accuracy, filing discipline, and auditability.
• Communication - Clear and confident communicator who can work across operational, commercial, and management teams.
• Analytical ability - Able to review data, challenge assumptions, and highlight cost or delivery risks clearly.
• Professionalism - Demonstrates high standards, reliability, ownership, and the ability to manage confidential and commercially sensitive information appropriately.

This role is central to improving commercial discipline and control across the business. Success in the role will come from bringing structure to bids and tenders, improving estimate quality, strengthening cost visibility, and ensuring document control and governance are consistently applied from opportunity stage through to project delivery. It should also help reinforce the desired culture by embedding continuous improvement, clear accountability, strong collaboration, customer focus, high professional standards, and disciplined financial control into the way opportunities are selected, priced, documented, and handed over.