Bid Administrator - 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:

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