Remote Customer Service Coordinator

Job Title: Bid Coordinator
Location: Ottawa, ON, Halifax, NS, or Victoria, BC
Employment Type: Permanent, Full-Time, Hybrid Working
Annual Salary: $77,000 to $96,000

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The Bid Coordinator supports the Future Business, Programme, and Capability teams in delivering the end-to-end bid process. This includes coordinating bid activities, developing bid plans and strategies, and supporting the submission of tenders, Expressions of Interest (EOIs), pre-qualifications, and vendor portal responses.

Reporting to the Future Business Director – North America, with a functional alignment to the Head of Bidding, the Bid Coordinator works closely with the Future Business Team to support business development and work-winning activities. Key responsibilities include planning and coordinating bid activities, drafting and managing proposal responses, and ensuring compliance with bid governance processes and best practices.

Utilize and champion bidding lifecycle processes.

• Champion the bidding practice as outlined in BMT’s “Work Winning Handbook” in line with the best industry practice.

Coordinate incoming tenders

• Monitor procurement portals/avenues for project opportunities and disseminate bid alerts accordingly.
• Act as a point of contact for bids and Frameworks for which they are involved, including distributing any customer updates or other relevant information to the relevant teams involved in bidding.
• Deconstruct bid briefing documents and co-ordinate early Pursue/No Pursue and Go/No Go decision making. Once agreed to proceed, develop and implement clear Bid Plans
• Plan, coordinate and program manage the entire bid process for responding to bids, EOIs and Frameworks, liaising with the required individuals and other stakeholders to resource bid responses.
• Facilitate the development and completion of bids, EOIs and Framework responses by gathering technical, commercial and financial information from a wide range of sources across the business, in a structured manner.
• Coordinate inputs from a variety of stakeholders, typically involving contributions from sales, business development, marketing/graphics, finance, commercial, programmes and capabilities, including a wider supply chain of external input as required.
• Ensure compliance with corporate processes, procedures, guidance, and record approvals accordingly; this also includes ensuring that the correct technical, commercial and financial reviews are completed and documented.
• Review bid, EOI and Framework deliverables, providing a pre-submission control point to ensure quality of the final outputs and consistency in scope and language with the customer requirements.
• Close monitoring of the bid delivery process against the agreed timescales and requirements, including any changing requirements.
• Facilitate bid workshops where required, including organising meetings, providing briefings and ensuring that everyone involved in bidding understands the customer requirements and processes associated with bid planning, bid preparation and is able to make a meaningful contribution to the preparation of winning bids.
• Contribute to developing messaging, materials and bidding collateral for each bid, EOI and Framework submission based on customer requirements.

Ensure timely delivery of compliant bids and Framework submissions

• Ensure that all bid filing (electronic and hard copy) follows a consistent and clear format.
• Contribute to the Capture Planning sessions and developing winning strategies; this also includes a close working with Business Development Managers and Programme Managers.
• Conduct bid debriefs (on both successful and unsuccessful bids) and incorporate these lessons into future bids (Learning…