Bid Assistant Commissioning

HDR; Greater London; On-site; GBP 28,000 - 36,000; Full time

Job summary

HDR in London is seeking a detail-oriented Bid Assistant - Commissioning to provide high-quality administrative, coordination, and knowledge-management support across bids and proposals. The role partners with the Senior Bid Manager and Bid Managers to ensure smooth bid processes.

You will manage bid trackers, tender portals, CV libraries, and CRM updates, while coordinating meetings and maintaining accurate records.

Qualifications

• Previous experience in a bid coordination, proposals, marketing, or administrative support role within a professional services, engineering, or construction environment
• Strong organisational and time-management skills, with the ability to manage multiple prioities
• Excellent attention to detail and document management capability
• Confident communicator, able to work with a wide range of internal stakeholders
• Proactive and reliable, with a strong sense of ownership and accountability
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Comfortable working to deadlines in a busy, fast-paced environment

Responsibilities

• Maintain and update bid trackers, pipelines, and reporting tools for the Commissioning team
• Support Bid Managers with day-to-day administrative tasks across live bids
• Manage tender portals as required (uploads, downloads, clarifications, and deadlines)
• Assist with document control, version management, and compliance checks
• Archive bids and supporting materials following submission in line with agreed processes
• Set up pricing documents
• Inputting bid financial evaluation into HDR portal for Leadership approvals
• Act as CRM champion for Commissioning bids, ensuring opportunities are accurately logged and updated
• Support opportunity qualification by undertaking research on new and existing clients
• Track client frameworks, market activity, and upcoming opportunities relevant to Commissioning
• Help maintain accurate client and contact records within the CRM system
• Support and maintain the Commissioning bid library, ensuring content is up to date, well structured, and easy to access
• Coordinate the CV management process for the Commissioning team, ensuring all staff have up-to-date, compliant CVs
• Assist with lessons learned, reusable content, and continuous improvement initiatives
• Maintaining a database of completed projects per sector and type for use in bids

Skills

MS Office

Organisational skills

Attention to detail

Communication

Proactive

Deadline driven

Tools

CRM systems

Tender portals

Job description

About Us

At HDR, we specialize in engineering, architecture, environmental and construction services. While we are most well-known for adding beauty and structure to communities through high-performance buildings and smart infrastructure, we provide much more than that. We create an unshakable foundation for progress because our multidisciplinary teams also include scientists, economists, builders, analysts and artists. That's why we believe diversity is our greatest strength. HDR is proud to be an equal opportunity workplace and an affirmative action employer.

About Us

At HDR, we specialize in engineering, architecture, environmental and construction services. While we are most well-known for adding beauty and structure to communities through high-performance buildings and smart infrastructure, we provide much more than that. We create an unshakable foundation for progress because our multidisciplinary teams also include scientists, economists, builders, analysts and artists. That's why we believe diversity is our greatest strength. HDR is proud to be an equal opportunity workplace and an affirmative action employer.

Watch Our Story:' https://www.hdrinc.com/our-story'

We believe that the way we work can add meaning and value to the world. That ideas inspire positive change. That colouring outside the lines can illuminate fresh perspectives. And that small details yield important realizations. Above all, we believe that collaboration is the best way forward.

The Bid Assistant - Commissioning plays a key supporting role within the Commissioning bids team, providing high-quality administrative, coordination, and knowledge-management support to enable the successful delivery of bids and proposals.

This role is ideally suited to someone highly organised, proactive, and detail-oriented, who enjoys supporting fast-paced bid activity and working with a wide range of stakeholders. The Bid Coordinator will work closely with the Senior Bid Manager and Bid Managers, helping to ensure bid processes run smoothly, information is well managed, and the team is fully supported throughout the bid lifecycle.

Key Responsibilities

Bid Support & Administration

• Maintain and update bid trackers, pipelines, and reporting tools for the Commissioning team
• Support Bid Managers with day-to-day administrative tasks across live bids
• Manage tender portals as required (uploads, downloads, clarifications, and deadlines)
• Assist with document control, version management, and compliance checks
• Archive bids and supporting materials following submission in line with agreed processes
• Set up pricing documents
• Inputting bid financial evaluation into HDR portal for Leadership approvals.

CRM & Market Intelligence

• Act as CRM champion for Commissioning bids, ensuring opportunities are accurately logged and updated and R12 data is correct
• Support opportunity qualification by undertaking research on new and existing clients
• Track client frameworks, market activity, and upcoming opportunities relevant to Commissioning
• Help maintain accurate client and contact records within the CRM system

Knowledge, CV & Bid Library Management

• Support and maintain the Commissioning bid library, ensuring content is up to date, well structured, and easy to access
• Coordinate the CV management process for the Commissioning team, ensuring:
  • All staff have up-to-date, compliant CVs suitable for bid use
  • CVs are tailored, formatted, and stored correctly
  • Relevant experience and project information is captured
• Assist with lessons learned, reusable content, and continuous improvement initiatives
• Maintaining a database of completed projects per sector and type for use in bids.

Coordination & Stakeholder Support

• Book meetings, workshops, and reviews related to bids and pre-bid activity
• Attend live bid meetings and take notes
• Prepare agendas, take notes, and track actions where required
• Proactively follow up with internal stakeholders to support timely inputs
• Support interview and presentation logistics as needed

Required Experience & Skills

• Previous experience in a bid coordination, proposals, marketing, or administrative support role within a professional services, engineering, or construction environment
• Strong organisational and time-management skills, with the ability to manage multiple prioities
• Excellent attention to detail and document management capability
• Confident communicator, able to work with a wide range of internal stakeholders
• Proactive and reliable, with a strong sense of ownership and accountability
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Comfortable working to deadlines in a busy, fast-paced environment

Preferred Requirements

• Experience working with CRM systems
• Familiarity with bid processes in engineering, construction, or the built environment
• Knowledge of tender portals and bid compliance requirements
• APMP Foundation or working towards a professional bids qualification

Required Qualifications

• Proficient in Microsoft Office applications, including Outlook, Word, Excel and PowerPoint

What We Believe

HDR is our company. Together, we build on each other's life experiences and perspectives to make great things possible every day. This shapes our collaborative culture, encourages organizational trust and connects us closer to the clients and communities we serve.

Our Commitment

As employee owners, we all have a role in creating an inclusive environment where each of us is welcomed, valued, respected and empowered to bring our authentic selves to work every day.

Our eight Employee Network Groups (Asian Pacific, Black, Hispanic/Latino(a), LGBTQ+, People with Disabilities, Veterans, Women, Young Professionals) help create a sense of belonging and foster a supportive environment where everyone is empowered to engage and contribute. Each group has an executive sponsor and is open to all employees.

Primary Location:United Kingdom-England-London Schedule:Full-time Employee Status:Regular

At HDR, we are committed to the principles of employment equity. We are an Affirmative Action and Equal Opportunity Employer (https://www.hdrinc.com/equal-employment-opportunity-employer). We consider all qualified applicants, regardless of criminal histories, arrest and conviction records.