About the role:

As a Bid Coordinator, your role is intended to provide support to LUC's technical teams during tender preparation process.

Based in any of our offices, you will be working as part of the central Bid Team, which coordinates the tender preparation and submission at LUC.

This is a great opportunity to gain or further develop your experience in an office environment and learn how a consultancy operates. Your day could be filled with preparing a tender for submission, creating a team chart, looking for a new opportunity or enhancing a library of tender responses. This is also an opportunity to work for a sincere, employee-owned company with strong values and a particular focus on addressing the climate emergency.

In this role you would support the entire proposal process from start to finish. This would involve managing timelines, coordinating with teams, preparation of documents, ensuring compliance, submitting final proposals and maintaining bid libraries.

The Bid Coordinator carries out a wide variety of tasks, which would include but not be limited to:

Tender preparation process

• Read and understand client tender documentation, deadlines and submission requirements, set up reminders for tendering team
• Prepare tender requirements list for Project Director (PD) and Project Manager (PM) and actively offer help with different parts of the tender submission.
• Coordinate the creation of tender/bid documents, including set up of technical response templates, gathering CVs, drafting proposed team charts, programmes, adding references to the response
• Take responsibility for completion of non-technical sections, pre-qualification and standard questionnaires. Where a response is missing in the library, liaise with relevant teams to prepare it.
• Compile clarifications and submit to relevant client/portal
• Monitor client portals to check if any documents/clarifications have been posted by clients
• Consolidate the bidding team responses into the bid document, where required, including formatting, proofreading and identifying potential gaps
• Submit professional tenders on time through specific tendering portals

Bid administration process

• Support Bid Administrators in identifying potential bid opportunities for the company from the daily listings and emails received
• Monitor the Bid team inboxes and ensure all requests are dealt with promptly, prioritising the most urgent communication and working closely with the rest of the Bid Team to ensure timely response
• Support Bid Administrators in creating tender records on LUC’s QMS and update them as required
• Prepare tender and opportunity reports for technical teams to support the decision-making process

Bid materials, systems and processes

• Working closely with the rest of the Bid Team, update and maintain generic response library, technical library and other materials
• Ensure company certification and other bid resources are up to date on Intranet
• Update Support Team Weekly Planner with tasks for the week, movement, capacity
• Assist with the maintenance of continued access to LUC portal accounts
  

Periodic general support

• Assist the office team with answering phone calls and take part in covering reception duties in your local office, when required. Occasionally, assist with general housekeeping tasks (e.g. recycling, stocking kitchen and stationery etc.)
• Check and action generic email accounts by dealing with requests or forwarding them to the relevant staff
• Occasionally assist the marketing team with local events
• Provide support with quality management aspects of the business (e.g. annual project audits)

Other duties as requested by your manager and commensurate with your role and responsibilities.

A full-time role is based on 37.5 hours per week (Monday to Friday). However, LUC has a strong track record in flexible working, and we have been recognised for our flexible working culture, so we are happy to discuss a range of flexible working options for this role including part time hours (minimum 30 hours per week) if desired.

Salary: £25,000 FTE (Dependent on experience) plus London Allowance if applicable

LUC is committed to equality, diversity and inclusion and we actively encourage applications from under-represented groups. We value the differences, needs and contributions a diverse workforce represents, and we strive to embed equality, diversity and inclusion in all our people related activities.

The role includes the opportunity to share and participate actively in the management and ownership of the business through the Employee Ownership Trust, which places full ownership of the company with the employees.

Experience and qualifications

We are looking for an individual who takes initiative with their excellent organisational and communication skills, can work under pressure to meet deadlines, and has a strong attention to detail while managing multiple tenders simultaneously.

Essential

• Proficiency in MS Word, Excel and Outlook is essential, especially a good understanding of Word and ability to set up, write and collate documents.
• You must be flexible, able to prioritise independently, manage multiple demands and work to tight deadlines, as these are key aspects of the role.
• A helpful and positive attitude.
• This role also requires confident relationship building and communication at all levels within the organisation, as well as with external contacts.
• Proactive approach and initiative in solving problems are key in this role, as well as ability to anticipate the tender preparation needs of the technical teams.
• It is essential that you have a good eye for detail, especially in relation to tender requirements and submission documents, and can provide a basic level of proofreading in English.
• Ability to assimilate large volumes of information, summarise and communicate to the wider tender team.
• We do not require a specific level or type of academic qualification, but candidates must have relevant experience, be numerate and have a good standard of written and spoken English.
• The ability to demonstrate intelligence and organisation in their approach to work.
  

Desirable

• If you have experience of using Adobe, PowerPoint, MS Teams, Intranet or document management systems, that would be desirable, otherwise training on these will be provided.
• Prior experience in a structured bid support environment would be beneficial.
• Experience of liaising with external and internal contacts at a range of levels.
• Experience of working within an ISO Management Systems environment would be advantageous.
• An interest in the geography and environment or experience of working in our sector would be advantageous.
  

Candidates must be eligible to live and work in the UK.

Please apply by uploading your CV and covering letter via the above link

LUC is committed to equality, diversity and inclusion and we actively encourage applications from under-represented groups. We value the differences, needs and contributions a diverse workforce represents, and we strive to embed equality, diversity and inclusion in all our people related activities.