Bid Coordinator Hybrid : office, remotely

Bid Coordinator
- Leatherhead
- Hybrid working: 3days in the office, 2days remotely.

• Leatherhead, Surrey

Please advise rate sought.

Inside IR35 work engagement (PAYE / Umbrella)

Start – ASAP

Location
- Leatherhead

Hybrid working: 3days in the office, 2days remotely.

40 hours per week.

Duration – 6 months. Potential for longer

Project – DNTS

BPSS security clearance.

The Bid Coordinator will provide coordination, administration and proposal support throughout the bid lifecycle, working closely with Bid Managers, Capture Managers, Subject Matter Experts, Commercial, Finance and Business Development teams. The successful candidate will be responsible for ensuring bid activities remain on track, maintaining bid documentation, coordinating stakeholder engagement, managing clarification responses and supporting proposal development activities. The role requires strong organisational skills, attention to detail and the ability to build effective working relationships across the organisation.

This position provides an excellent opportunity for an individual looking to develop a career within Bid Management, Capture Management and Business Development.

• Support Bid Managers in the delivery of bids from opportunity qualification through to submission.
• Maintain bid schedules, milestones and action trackers to ensure all activities are completed on time.
• Monitor progress against bid plans and proactively follow up on outstanding actions.
• Provide administrative and coordination support throughout the proposal lifecycle.
• Assist with preparation of bid documentation and submission packs.

• Manage the end-to-end clarification process throughout the bid lifecycle.
• Coordinate pre-submission clarification questions, bidder enquiries and post-submission customer clarifications.
• Review clarification requirements and allocate actions to the appropriate technical, commercial, legal or operational stakeholders.
• Track clarification responses against customer deadlines and accelerate overdue actions where required.
• Collate, quality check and format responses prior to review and submission.
• Maintain comprehensive clarification logs and ensure all communications are recorded and stored appropriately.
• Monitor clarification themes and communicate any impacts to the bid strategy, solution, pricing or proposal content.
• Ensure all clarification responses are submitted in accordance with customer instructions and portal requirements.

• Organise and coordinate bid kick-off meetings, status meetings, solution workshops, review meetings and lessons learned sessions.
• Prepare and distribute agendas, meeting packs and supporting documentation.
• Facilitate meetings where appropriate, ensuring discussions remain focused on objectives and actions.
• Capture actions, decisions and key outputs and ensure timely distribution of meeting minutes.
• Track actions through to completion and follow up with stakeholders to ensure commitments are met.
• Support governance reviews and stage-gate meetings by ensuring required information is available and presented effectively.

• Support the development of customer presentations, bid reviews and executive briefing materials.
• Prepare presentation packs and coordinate contributions from multiple stakeholders.
• Assist in developing clear, professional and visually engaging presentation materials.
• Maintain version control and ensure presentation content reflects the latest bid strategy and messaging.
• Support rehearsals and review sessions by coordinating content updates and feedback.

• Maintain and update bid plans, schedules, resource plans…