Bid Coordinator

Bid Coordinator Job Description – Title Variations

Depending on your industry and geography, you may not have the title Bid Coordinator but will have similar responsibilities to those outlined below. Common job title variations include: Document Manager; Proposal Administrator; Pitch Assistant; Bid Administrator; Sales Support Executive; or OJEU Manager.

Role

The Bid Coordinator will co-ordinate and produce the proposal (RFI, ITT, RFP etc.) document. Responsibilities include introduction and implementation of all necessary document version control procedures and processes. This role requires the highest levels of attention to detail and an ability to work under pressure and to demanding deadlines. The Bid Coordinator is involved in eleven Bid Lifecycle stages. The effort / commitment required at each stage varies and is shown in our core role overlay.

Experience

Proven ability in planning, producing and delivering compliant proposal documents within a complex business environment. The Bid Coordinator will be experienced in attending proposal kick-off meetings, participating in storyboarding sessions, attending review meetings / final document review, managing document governance / sign off, document production (electronic and hard copy), and delivery of the completed proposal.

Core Responsibilities

Production and delivery of compliant, professionally produced proposals within customer defined timeframes.
Coordinate proposal input from a variety of stakeholders, typically involving contributions from sales, solutioning, marketing, product teams, finance, commercial, legal and project delivery.
Champion collaboration tools, document management and version control best practices.
Ensure proposal documents follow corporate branding guidelines, standard formatting and quality standards.
Provide advice on flow, language and grammar to content owners.
Consolidate sections and/or documents developed by others team members into the required tender format.
Maintain, make available and backup master document sets.

Reporting Line

In a large corporate / multinational, the Bid Coordinator will be part of a proposal team that has defined roles and responsibilities. Typically, the role will report into the lead Proposal or Bid Manager. In a small-medium sized enterprise, the Bid Coordinator responsibilities will typically fall under the remit of the standalone bid / proposal manager. Typically, the role will report into a Sales / Marketing or Managing Director.

Measure of Success

Typical measures of success include error-free, on-time proposal submissions and achievement of internal SLAs.

Qualifications

Advanced level MS Office skills (particularly MS Word). Skills in a range of industry DTP Software. Professional understanding of document templates, macros and styles. APMP Apprenticeship or Foundation (Practitioner or Professional level desirable).

Salaries

There is a wide variation of Bid Coordinator salaries across geography and industry. Our most recent UK Salary Survey has all the information you need.

Contract vs. Permanent

Bid Coordinators typically earn between 20-30% more than their permanent equivalent. However, competition for roles is high and clients demand extremely high standards of coordination. You can review our available Bid Coordinators here.