Bid Administrator - Glasgow

About The Role

BID COORDINATOR/ADMINISTRATOR

DIVISION: Building

LOCATION: Glasgow

We are seeking a Bid Coordinator/Administrator to support the day-to-day management of bids within the Building division at GRAHAM Construction.

The Bid Coordinator/Administrator plays a key role in supporting the successful management and delivery of prequalification submissions, tender bids, framework applications and business development activities across the business.

Working as part of the Bid Team, the Bid Coordiantor/Administrator provides administrative, coordination and document management support throughout the bid lifecycle, ensuring that submissions are produced to a high standard, deadlines are met and information is effectively managed within company systems.

The role requires excellent organisational skills, attention to detail, strong communication abilities and the capability to work collaboratively with bid managers, operational teams, supply chain partners and external stakeholders.

Overview Of The Role

Bid Coordination & Administration

• Provide administrative support for all stages of the bid and tender process
• Assist with the preparation, formatting and production of PQQs, SQs, ITTs, framework submissions, presentations and interview documentation
• Maintain bid programmes and submission trackers, ensuring key deadlines are monitored and communicated
• Coordinate the collection of information from internal departments and external stakeholders
• Support the collation of technical, commercial, quality, health and safety, sustainability and social value information required for submissions
• Assist Bid Managers and Bid Writers in reviewing and proofreading bid documentation
• Ensure all submission requirements are fully understood and complied with prior to submission
• Support the organisation and coordination of tender clarification responses

Document Management

• Maintain bid documentation within the company's SharePoint, Common Data Environment (CDE) and CRM systems
• Ensure all bid information is accurately filed, version controlled and archived in accordance with company procedures
• Manage the upkeep of standard bid content, case studies, CVs, project data sheets and corporate information libraries
• Maintain records of completed submissions and lessons learned documentation
• Support the implementation of bid governance and document control processes.

Systems & Reporting

• Maintain accurate bid records within the company's CRM platform
• Generate reports on bid activity, pipeline status, submission outcomes and key performance metrics
• Support data collection for monthly and quarterly business reporting
• Assist with the monitoring and tracking of bid KPIs, win rates, framework performance and customer feedback

Stakeholder Engagement

• Liaise with operational, commercial, planning, design, sustainability, social value and supply chain teams to obtain bid information
• Coordinate internal review meetings and bid workshops
• Arrange and support tender presentations, interviews, and client engagement activities
• Build positive working relationships with colleagues across all business functions

Continuous Improvement

• Contribute to the development and improvement of bid processes, systems and templates
• Support the capture and dissemination of lessons learned from bid submissions
• Assist in maintaining best practice standards across the bid management function
• Promote a culture of quality, collaboration and continuous improvement within the team

This job description is intended to give the post holder an appreciation of the role envisaged for the Bid Coordinator/Administrator and the range of duties to be undertaken. It does not attempt to detail every activity. Specific tasks and objectives will be agreed with the post holder at regular intervals.

Person Specification

Essential

• Previous experience in an administrative, coordination, document control, or bid support role
• Strong proficiency in Microsoft Office applications, particularly Word, Excel, PowerPoint and Outlook
• Experience managing large volumes of information and documentation
• Excellent document formatting and proofreading skills
• Strong organisational and planning abilities
• Ability to prioritise workload and meet multiple deadlines
• Knowledge of document management and version control processes
• Excellent written and verbal communication skills
• High level of accuracy and attention to detail
• Ability to work effectively within a fast-paced team environment

Desirable

• Previous experience within the construction, engineering, infrastructure, or professional services sector
• Experience supporting PQQ, SQ, ITT, framework, or public sector tender submissions
• Familiarity with CRM systems such as Microsoft Dynamics
• Experience using SharePoint or Common Data Environment (CDE) platforms
• Knowledge of social value, sustainability, quality management, or health and safety requirements within construction bids
• Awareness of ISO accredited management systems and bid governance procedures

Our Commitment

At GRAHAM, we are proud to say that we are a committed Equal Opportunities Employer and we aim to be the first choice for people from all backgrounds. We seek to promote respect for the individual and equality of opportunities. We believe that everyone should be treated solely on the basis of personal merit and contribution throughout their GRAHAM career journey and not on the value of artificial barriers, prejudices, or preferences.

If you require any adjustments or accommodations during the application or interview process, please let us know. We welcome applicants from all backgrounds.

We Are Dedicated To Making Our Policies And Guidance Accessible To All Applicants And Employees. If You Need This Document In An Alternative Format, Such As Large Print, Audio, Or Braille, Please Contact Us At

• Email: [email protected]
• Phone: 07384 916355

Role

As a Disability Confident Employer, we guarantee an interview to disabled applicants who meet the minimum essential criteria for the role. If you would like to apply through the Disability Confident Interview Scheme, please contact Louise Hunter, Resourcing Manager, at:

• Email: [email protected]
• Phone: 07384 916355

We are only able to consider applications from individuals who are eligible to live and work in the UK, as per Home Office regulations. Please check your eligibility with the regulations before applying. Individuals with a current time restricted right to work in the UK, should contact the Human Resources team in the first instance.

A basic disclosure may be requested if security clearance is required by 3rd party clients and a criminal record will not necessarily be a bar to obtaining a position. Our Access NI/Vetting and Barring Scheme Policy and Policy on the Recruitment of Ex-Offenders is available upon request.

GRAHAM reserves the right to carry out checks to ensure the validity of an applicant’s experience and/or qualifications and we expect all applicants to comply with any such requests for information. Failure to do so or evidence of any falsification of information will lead to either removal from the recruitment process or if already in employment potential termination of contract through the company disciplinary procedure.

About You

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