Bid and Framework administrator

Square One Resources; Greater London; On-site; GBP 30,000 - 45,000; Full time

Job summary

A leading digital services provider in the UK is looking for a skilled Bid Management Administrator to support the EMEA Sales team. The role requires maintaining active frameworks, ensuring compliance, managing bid submission processes, and coordination with internal teams. The ideal candidate will possess exceptional organisational skills, experience in bid management, and proficiency in Microsoft Office. You will work in a dynamic environment, supporting various stakeholders during tender processes, while ensuring quality and compliance with public sector requirements.

Qualifications

• Experience in bid management and public sector frameworks.
• Exceptional organisational skills and attention to detail.
• Basic understanding of compliance requirements.

Responsibilities

• Maintain framework information and compliance oversight.
• Monitor and manage bid opportunities.
• Support proposal production and post-submission activities.

Skills

Bid management administration

Organisational skills

Attention to detail

Compliance knowledge

Strong English language skills

Time management

Proficiency in Microsoft Office

Tools

HubSpot

BiP Solutions

Find a Tender

Job description

Working as part of the EMEA Sales team across all practices of our clients digital services. You'll play a key role in connecting our sales team to exciting new opportunities, acting as the primary point of contact for all Government frameworks, CCS & non-CCS for the UK&I Sales function. You'll be the friendly, organised hub for all things related to our frameworks.

Job Responsibilities / Objectives

Framework and Governance Management

• Maintain master register of active framework information, including Lot, Scope, Duration, and access details.
• Maintain oversight of framework regulation compliance (Modern Slavery / Carbon) and alert the business to risks of non-compliance; liaise with Legal.
• Manage MI invoicing: liaise with Finance to meet monthly MI payment obligations and load invoices to the CCS portal; report business/no business as per framework agreements.
• Manage frameworks, including maintaining and renewing positions on new and existing frameworks.
• Identify new framework opportunities and support the management of bid submissions.
• Work closely with the Senior Bid Manager to identify upcoming opportunities (supplier events, customer engagement, future PIN notices).
• Maintain password logs and portal access.
• Maintain the bid schedule, track key milestones, and ensure all contributors meet deadlines.
• Identify best practices for ongoing framework management, working with key stakeholders.

Bid Management Administration

• Monitor and manage the central bid inbox, distributing opportunities to relevant stakeholders (Sales, Industry Leads, Practices) for qualification and ownership.
• Download and review tender documentation, register expressions of interest, and ensure timely engagement.
• Support the Senior Bid Manager in producing compliant proposals for PQQs, RFPs, RFIs, and ITTs.
• Coordinate inputs from internal stakeholders across technical, commercial, legal, and delivery teams.
• Support post-submission activities, including clarifications and presentations.
• Prepare templates, track documents, and format responses in line with brand and client requirements.
• Ensure version control, document integrity, and quality assurance processes are followed.
• Assist in developing and maintaining a bid library/knowledge bank (e.g. case studies, standard answers).
• Maintain accurate records of all bid activity, including pipeline tracking and outcomes.

Required Skills / Experience

The ideal candidate will have:

• Previous experience in bid management administration, bidding, and managing Public Sector frameworks/renewals.
• Administration: Exceptional organisational skills, strong attention to detail, and ability to manage time effectively.
• Compliance & Public Sector Regulations: Basic understanding of compliance requirements.
• Proofreading: Strong English language skills with the ability to identify grammatical and formatting errors.
• Resilience: Team player, able to work under pressure to demanding deadlines, with confidence engaging a broad range of stakeholders.
• Documentation: Proficiency in filing, archiving, and retrieving information efficiently.
• Technology: High proficiency in Microsoft Office (Word, Excel, PowerPoint); experience with HubSpot and public procurement tools (e.g. BiP Solutions, Tussell, Find a Tender, Bravo, Atamis) is desirable.