Bid Coordinator

Phoenix Software; Allerthorpe; Hybrid; GBP 30,000 - 42,000; Full time

Benefits offered by this job

BPSS check

Hybrid work arrangement (office ~2x a)

Job summary

Phoenix Software is expanding its Bid Team and seeks a Bid Coordinator to manage the bid lifecycle from logging to final submission. The role involves coordinating clarifications, maintaining portals, and ensuring timely, compliant submissions while working with sales and operations units.

The role is hybrid, based in the UK, with a BPSS check as part of the hiring process. You will also help with KPI reporting and maintaining bid content for future opportunities.

Qualifications

• Proactive, detail-oriented and highly organised.
• Strong written and verbal communication skills.
• Team player with ability to share workload under tight deadlines.
• Experience with bid/contract processes is helpful but not required.

Responsibilities

• Monitor, log and coordinate all incoming bid opportunities.
• Review bid documentation and manage clarifications via tender portals.
• Coordinate bid responses and submit final documents on time.
• Support KPI reporting and maintain the bid library.
• Liaise with stakeholders across sales, operations and bid teams.

Skills

Proactive mindset

Highly organised

Detail-focused

Strong communicator

Team collaboration

Bid experience

Time management

Tools

MS Word

MS Office

Job description

We are now looking to grow our Bid Team by hiring a new Bid Coordinator to support the identification, distribution, and management of all activity within the bid and tender process. This is a key role that ensures Phoenix captures every opportunity and delivers compliant, high-quality submissions. What we do

• Phoenix operates across four key public sector frameworks, monitoring open opportunities daily.
• The team identifies suitable opportunities, logs them into our Tender Tracker system, and drives the workflow across the wider bid function and solutions specialists.
• Once opportunities are logged, the Coordinator ensures:
• All clarifications are raised and tracked.
• Communication flows smoothly between internal and external stakeholders.
• Final submissions are compliant, on time, and logged correctly.

What will you be doing?

• Monitoring, logging, and coordinating all incoming bid opportunities.
• Downloading and reviewing bid documentation.
• Submitting and managing clarification questions via tender portals and ensuring the correct people are notified of any updates.
• Coordinating bid responses and submitting final tender documents within deadlines, ensuring compliant submissions.
• Supporting framework reporting and ensuring data accuracy (win/loss/decline).
• Working closely with sales and business units to ensure tender expectations and timelines are met.
• Managing portal logins and ensuring compliance with ISO 27001 standards.
• Supporting the upkeep of key certifications and compliance requirements.
• Assisting with KPI reporting and preparing management reports.
• Maintaining the bid library, authoring content, and editing text produced by colleagues.
• Liaising confidently with stakeholders at all levels across sales, operations, and bid functions.
• Coordinating workload across the team to ensure nothing is missed.
• Promoting Phoenix's key values and company culture while supporting objectives around information and data security.

Key Skills & Experience:

• Previous bid or contracts experience is helpful but not essential.
• More important is the right mindset and personality:
• Proactive, highly organised, detail-focused.
• Comfortable managing high volumes of information.
• Strong communicator - written, verbal, and via Teams/phone.
• Team player who shares workload and thrives in a collaborative environment.
• Able to prioritise under time pressure and strict deadlines.
• Good working knowledge of group inbox management (e.g. colour coding, triage) is advantageous.
• Strong copy editing skills with excellent grammar, spelling, and attention to detail.
• Advanced MS Word skills and proficiency across MS Office.
• Strong analytical and reporting skills with the ability to track and present data.
• Commercial awareness, including an understanding of risk and governance.
• Confident engaging with colleagues at all levels.

Phoenix enables digital transformation in the workplace, empowering UK organisations to innovate and transform with cloud and hybrid infrastructures, data, AI, security, and collaboration tools., At Phoenix, our philosophy is simple, we aim to be the UK's leading IT solution and managed service provider, and that means we recognise that it's our people who are the heart of everything we do. We'll provide you with the encouragement, support and skills you need to excel. We're proud of our culture, so much so that we've developed our Culture Blueprint which you can explore to see what makes Phoenix such a unique place to work.

Practical stuff Where is the role based? This is a hybrid role as you would be expected to be in the office around 2 times per week.

What's the interview process? After an initial chat with our Recruitment Team, you'll be invited to a two-stage interview process. As part of this, we'll ask you to create and deliver a short presentation, it's a great opportunity to show us your ideas and how you approach challenges.

What are the benefits? You can read about the benefits on offer

• Important BPSS Check

As part of our recruitment process due to the nature of the work we do, all employees are required to undertake a check. While some employees require further security clearance, the BPSS check is a must‑have requirement and all offers of employment are conditional pending the passing of this check Have you made it this far? If you're still reading, we think there's a strong chance you might be our kind of person. Here's the thing, though, research suggests that 60% of women and underrepresented people might have already talked themselves out of applying. Even if you don't check every box above, we want to encourage you to introduce yourself. We believe a diversity of perspectives and experiences makes a team stronger and the stronger our team, the more successful we will be.