Bids Coordinator

We currently have an exciting opportunity to join our Bids Team as an Bids Knowledge Coordinator, on a 12 month fixed term basis, in our Edinburgh, Glasgow or London office.

We are open to considering candidates on a part time or full-time basis

We need a proactive and detail-oriented Bids knowledge coordinator to support our Bids team and wider organisation in managing and maintaining our Bids Knowledge Base and carrying out other key duties associated with supporting the bids process. This role is an opportunity to become a key member of a well-established Bids Team and play a pivotal role in winning new work and retaining existing clients.

We’re looking to refresh how we structure, organise and maintain our bids knowledge base, so this is an exciting opportunity to play a key part in shaping our new approach. This role is designed to support the end-to-end bids process to ensure the bids team, and the wider firm, have access to good quality and up to date information and data to support the efficient completion of tender documents.

This is also a great opportunity for the right candidate to explore ways of integrating AI into our knowledge base for surfacing accurate and appropriate content. You will work closely with other members of the bids team, internal stakeholders and subject matter experts (SMEs) to curate, refine, and optimise content for both human and AI use. The role also offers development opportunities to leverage emerging AI tools for deep research requests across the firm.

• Maintain and manage the bids knowledge base, ensuring information is current, reliable, and easily accessible.
• Work with internal stakeholders and SMEs to regularly review, validate, and update content (eg. case studies, credentials, internal information).
• Optimise content for AI compatibility, ensuring structure and language are suitable for use with generative AI tools.
• An interest in structuring and organising data in ways that make it easy for AI tools to understand and use, helping to improve the quality and relevance of AI-generated outputs.
• Develop and implement processes for content governance, including version control and regular audits.
• Support the Bids team in identifying content gaps and proactively sourcing and writing new materials as required.
• Contribute to innovation in knowledge management, with the opportunity to build expertise in AI-powered tools for knowledge retrieval and deep research.
• Internal communications, promotion of, and embedding best practice use.
• Train and support colleagues in the use of the Knowledge Base.
• Using AI deep research to support business with ad hoc requests for competitor and market insights.
• Support the end-to-end bids process through the following:
• Joint responsibility for dealing with routine enquiries received through a busy shared mailbox. This includes identifying and sharing new business opportunities received through tender alert services and using procurement portals to retrieve documentation.
• Setting up opportunity SharePoint sites and bids process meetings, carrying out due diligence checks.
• Developing a wide knowledge of the firm and its propositions and proactively looking for ways to improve processes.

• Proven experience in knowledge or content management, preferably within a professional services or bids environment.
• Excellent writing, editing, and communication skills.
• Excellent attention to detail.
• Strong stakeholder management and collaboration abilities.
• Highly organised, with a keen eye for detail and commitment to content accuracy.
• Familiarity with knowledge management systems (eg SharePoint).
• Understanding of how content can be optimised for AI tools and searchability (experience with generative AI tools a plus).
• A growth mindset with a willingness to explore and adopt new technologies, especially in AI research and automation.
• Strong project management skills and ability to work under tight deadlines.

We would also encourage applications from candidates who perhaps do not possess all the attributes and experience listed…