Bid Coordinator

Overview

Coordinate bids, manage portals, documentation, and team activities for civil engineering projects.

Key Responsibilities

• bid planning
• client liaison
• deltek management
• tender monitoring
• submission upload
• performance reporting

Tasks

-Assist in the planning and project management of bid production to ensure submissions are delivered on time. -Liaise with clients to request additional information, seek clarifications, or obtain updates relating to live or upcoming tenders. -Maintain a register of login details to procurement and client portals -Read and interpret client tender documentation, identifying key deadlines, submission requirements and evaluation criteria. -Support in the maintenance and review of the bid library, including standard responses, templates, and supporting content -Manage the work-winning team lookahead, ensuring up-to-date visibility of upcoming bids and resource planning. -Ensure all company policies, procedures, accreditations, and certificates are current and uploaded correctly to relevant client portals. -Manage and maintain the Deltek system, ensuring accurate data entry, reporting and user support. -Support bid teams on live bids, assisting with client communications via emails and portals, circulating clarifications and technical qualifications to relevant people. -Arrange and coordinate internal review or kick-off meetings for new enquiries and live opportunities. -Completion of business, financial and compliance information for bid submissions -Download and organise all documentation for new enquiries from client portals or tender platforms. -Monitor tender portals for new opportunities and ensure timely download and circulation of relevant enquiry documents. -Manage multiple work-winning trackers, ensuring all key information is regularly updated and accessible to stakeholders. -Chair and record daily bid team meetings, producing and distributing accurate meeting minutes and action points. -Act as a primary contact in communications of key information between the Work winning Team and clients, supply partners and other departments within the business -Attend LIFE meetings on behalf of the Work Winning Team and communicate any key information (this probably needs expanded to reflect your full responsibilities re LIFE) -Support with ensuring company CVs and standard company information are accurate, up to date, and aligned with bid requirements -Attend tender Kick off and review meetings where required -Support with the completion of selection questionnaires and SHEQ questionnaires -Support in the setting up of deliverable registers -Support and collaborate with other members of the Bid Team, promoting a positive, proactive and high-performing team environment. -Create and maintain Bid/No-Bid forms for all new enquiries, coordinating internal input and managing approval workflows. -Support Marketing team, Project Managers and Bid Manager in drafting and maintaining case studies -Attend tender meetings with clients to ensure all tender information is captured -Upload completed tender submissions to client portals or email tender returns as instructed, where required. -Generate monthly performance reports by extracting and analysing data from Deltek for presentation at board meetings.

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About Joseph Gallagher Limited

-Over 40 years, it’s grown into the UK’s largest specialist tunnelling subcontractor. -Its portfolio features major infrastructure projects like Thames Tideway, Crossrail, HS2 and London Underground stations. -Services have diversified to include microtunnelling, HDD, pipe jacking, shaft sinking, basement underpinning and reinforced concrete works. -Unique milestones include aiding in the 1985 Isle of Wight rescue. -Growth through strategic acquisitions and establishing specialist divisions (e.g., NRC Plant, JTS) bolstered its equipment and technical capabilities. -It remains family‑led, with a second‑generation succession underway, combining entrepreneurial roots with modern infrastructure execution.

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