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Purpose of the Role
To provide essential administrative support to the Bid & Administration Manager and Managing Director, assisting in document management, tender coordination, and marketing activities. The role plays a key part in ensuring smooth operations across bid, marketing, and accreditation functions, with visibility over all company activities to support overall business growth.
Key Responsibilities
Bid & Marketing Administration
Tender Management:
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Receive, process, record, and track all incoming tenders to ensure timely responses and compliance with deadlines.
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Review documents against registers, unzip and store files appropriately, ensuring file paths support audit compliance.
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Support tender submissions by creating and formatting high-quality deliverables and monitoring progress.
Team Liaison & Document Collation:
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Liaise with Operational Teams to gather information, including CVs and organograms, for tender submissions.
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Maintain accurate internal tracking systems for tender submissions, deadlines, and outcomes.
Portal & Clarification Management:
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Keep tender and accreditation portals updated with current company documentation.
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Monitor and track tender clarifications, raise and review queries, and ensure timely, complete responses.
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Manage document version control and track clarification deadlines.
Content & Presentation Support:
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Assist with preparing, formatting, and distributing bid documents using tools such as PowerPoint, Word, and Canva.
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Maintain professionalism and confidentiality in all bid-related communications and materials.
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Support the creation and maintenance of project documentation and marketing content.
Bid Library Development:
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Collaborate with the Bid & Admin Manager to expand and improve bid library content (CVs, case studies, themed responses for sectors such as Healthcare, Education, Decarbonisation, etc.).
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Support the integration of new tools and technologies, including AI software, to enhance bid processes.
Accreditation Administration
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Collate and maintain evidence required for the renewal of key accreditations (e.g., Constructionline, CHAS, SafeContractor, BlueSky, FPA, Fire Aware).
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Provide administrative support for both existing and new accreditation applications under the guidance of the Bid & Admin Manager.
General Administrative Support
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Assist with updating company websites and blog posts in line with brand guidelines.
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Support the creation of marketing materials and documentation as needed.
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Provide second-line telephone support by answering calls, transferring, and taking messages.
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Manage diary entries and scheduling for bid-related staff and the wider Bid Team.
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Carry out ad hoc duties as assigned by Directors, Office Heads, Project Managers, or the Group Administration Manager.
Key Attributes & Skills Required
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Strong organisational and time management skills
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Excellent written and verbal communication
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Attention to detail and high standard of document formatting
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Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and familiar with tools like Canva
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Ability to maintain confidentiality and manage sensitive information
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Comfortable working independently and as part of a team
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Experience or interest in bid writing, marketing, or document control is an advantage
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Willingness to learn and adapt to new systems and technologies
