Bid Adminstrator

Boxxe Group; Hemel Hempstead; On-site; GBP 26,000 - 32,000; Full time

Job summary

boxxe is seeking a dedicated Bid Administrator to join the Bids and Tenders Team in the UK. You will manage the bid inbox, handle portal document extraction, and keep the CRM up to date, enabling the team to respond quickly and accurately to opportunities.

You will support the bid process, record new opportunities, and help prepare persuasive responses for ITTs and bid submissions for public and private sectors.

Qualifications

• Strong administrative experience supporting bid and tender processes.
• Experience with CRM systems and procurement portals.
• Ability to manage multiple tasks and meet deadlines.
• Clear communication and meticulous attention to detail.

Responsibilities

• Manage the bid team inbox and respond to emails promptly.
• Extract documents from portals and upload to the CRM.
• Maintain portal access and resolve access issues with help desks.
• Assist in finding opportunities and submitting bids via portals or email.
• Complete STOP/GO questionnaires to support the bids.
• Coordinate with stakeholders and maintain bid documentation.
• Format bid documents and proofread against templates.
• Support bid reviews and scheduling of meetings.

Skills

Organisational skills

Attention to detail

Communication skills

Multitasking

Problem-solving

Adaptability

Tools

Microsoft Word

Microsoft Excel

Copilot

Adobe

Teams

SharePoint

Job description

For us, tech has never been about just hardware or software. It’s about people. It’s our meaningful relationships, deep expertise and practical know-how in technology that drive what we do. We put our customers, our partners and the environment at the heart of everything we do and our people are the difference that make the difference.

At boxxe, we understand, we collaborate, we simplify, we care and we deliver; together we are making tech human.

Your Mission

The Bids and Tenders Team play a key role in the successful delivery of the businesses growth strategy, providing support in the competitive process of bidding on individual customer requirements and for national Public Sector Framework Agreements and corporate opportunities.
With a wide commercial and technical understanding of boxxe, the Team manage the tendering function, providing support for account managers to create persuasive and informative responses to Invitations to tender (ITT’s) and full Bid Management and Proposal Writing services to the business for both the public and private sector.
You will be responsible for supporting the Bids Team providing administrative support in the bid process, to ensure the team can focus on producing high-quality, winning proposals. You will be responsible for management of the Tenders Team inbox in a professional manner. You will be required to promptly record all new tender opportunities within the company CRM system, download all tender documentation, and efficiently forward all relevant information to the Sales Team for initial review. During the bids process, you will provide vital support to the Team by effectively completing questionnaires and meticulously taking accurate minutes during meetings.

How you’ll fit into the big picture

As a Bid Administrator, you play a vital part in driving the growth of boxxe in the public sector, corporate, and framework business domains, encompassing both renewals and new business opportunities. The success of our bids heavily relies on clear and concise messaging, as well as effective tender management.
Your strong administrative management skills and motivation are crucial in enabling Bid Team to focus on their respective strengths and generate successful bids. By efficiently managing the tender process, you contribute to the overall achievement of our bid objectives and the continued growth of our business.

What you’ll be doing

• Manage the inbox efficiently, including reading and responding to emails promptly.
• Access customer portals, review information, and extract relevant documents for upload into the CRM system.
• Manage access to portals and resolve any access issues by contacting portal help desks.
• Assist in finding opportunities on portals and submit opportunities on portals or by email.
• Complete STOP/GO questionnaires to support the bid team.
• Interact with internal stakeholders, customers, suppliers, and portal help desks.
• Utilise Microsoft tools (Word, Excel) and learn to use the internal systems.
• Keep the CRM system accurate by updating opportunity statuses and uploading tender results.
• Maintain documentation and continually update company information resources.
• Portal maintenance, annual updating for company certificates, Insurance cover notes, and as required new registration on procurement portals.
• Supporting the Channels sales team with bid response upload to customer portals.
• Checking internal system for new bid support request and liaise with bid review team

Additional Responsibilities

• Supporting bid document formatting and proofreading.
• Assisting with scheduling bid reviews or meetings.
• Maintaining bid library and templates.

What experience we think you’ll need

• Computer literate with proficiency in Microsoft suite, Copilot, Adobe, Teams, and SharePoint.
• Excellent organisational skills and ability to prioritise tasks.
• Strong attention to detail and accuracy.
• Good communication and interpersonal skills.
• Ability to prioritise and manage multiple tasks.
• Problem-solving and proactive approach
• Ability to quickly learn and adapt to new systems and processes.

As an equal opportunity employer, we are committed to building a team that represents a variety of backgrounds, perspectives, and skills. boxxe does not discriminate based on race, religion, colour, national origin, sexual orientation, gender identity, age, marital status, veteran status, or disability status. All our employment is based on qualification, excellence, and business need.