Bid Coordinator

Sharpsmart; Ashby-de-la-Zouch; On-site; GBP 28,000 - 38,000; Part time

Job summary

Sharpsmart is seeking an organised, proactive Bid Coordinator to join our Commercial Operations team. You will support bid activity, tender submissions and contract mobilisation, ensuring information is accurate, well managed and delivered to deadlines.

You will work across Commercial, Operations, Sales, Marketing and other functions to secure opportunities and support the successful transition of new contracts into operation, with content development, trackers and documentation upkeep.

Qualifications

• Experience in administration, coordination, commercial operations, bid support or mobilisation roles.
• Ability to work to tight deadlines and manage multiple tasks.
• Excellent written communication and ability to produce clear, professional documents.
• High attention to detail when handling data, pricing information, trackers and formal documentation.
• Experience using Microsoft Office, particularly Excel, Word and PowerPoint.
• Strong interpersonal skills and ability to build relationships across teams.
• Proactive and collaborative approach, willing to chase actions and resolve day-to-day issues.

Responsibilities

• Coordinate and support bid, tender and commercial activity, ensuring documentation is accurate, current and submitted on time.
• Create, maintain and coordinate orders through the Coupa system.
• Support pricing coordination and help maintain high-quality commercial data.
• Develop and maintain tender content, ensuring it is evidence-based and aligned with customer requirements.
• Gather input from internal teams to strengthen tender submissions and proposals.
• Capture and promote examples of innovation and service improvement across the organisation.
• Support planning activity for new contract mobilisations and transitions.
• Maintain mobilisation trackers, action logs, project documentation and progress updates.
• Coordinate actions between teams, follow up tasks and ensure milestones are achieved.
• Arrange meetings, prepare agendas, take minutes and track actions through to completion.
• Produce clear updates and reports to support effective oversight of mobilisation activity.

Skills

Organisation

Time management

Attention to detail

Professional writing

Stakeholder management

MS Office (Excel/Word/PowerPoint)

Communication

Proactive/collaborative approach

Tools

Coupa

Job description

We are looking for an organised, proactive and commercially minded Bid Coordinator to join our Commercial Operations team.

You will support the coordination of bid activity, tender submissions and contract mobilisation, ensuring information is accurate, well managed and delivered to demanding deadlines. You will work across Commercial, Operations, Sales, Marketing and other key business functions to help secure new opportunities and support the successful transition of new contracts into operation.

As Bid & Mobilisation Coordinator, you will provide administrative, coordination and content-development support throughout the bid and mobilisation lifecycle. You will help maintain high-quality tender content, coordinate input from stakeholders, manage key trackers and documentation, and ensure activities remain visible and on track.

You will also support continuous improvement across Commercial Operations by capturing best practice, promoting effective processes and maintaining accurate data within our Coupa system.

This will be a contract for 12 months.

Your role will involve

• Coordinate and support bid, tender and commercial activity, ensuring documentation is accurate, current and submitted on time.
• Create, maintain and coordinate orders through the Coupa system.
• Support pricing coordination and help maintain high-quality commercial data.
• Develop and maintain tender content, ensuring it is evidence-based, relevant and aligned with customer requirements.
• Gather input, examples and information from internal teams to strengthen tender submissions and commercial proposals.
• Capture and promote examples of innovation, service improvement, best practice and successful project delivery across the organisation.
• Support planning activity for new contract mobilisations and contract transitions.
• Maintain mobilisation trackers, action logs, project documentation and progress updates.
• Coordinate actions between teams, follow up outstanding tasks and help ensure milestones are achieved.
• Arrange meetings, prepare agendas, take minutes and track agreed actions through to completion.
• Produce clear updates and reports to support effective oversight of mobilisation activity. Identify opportunities to improve processes, documentation and ways of working across Commercial Operations.

Candidate Profile

• Experience in an administration, coordination, commercial operations, bid support, project support or mobilisation role.
• Strong organisational and time-management skills, with the ability to work to tight deadlines.
• Excellent written communication skills and the ability to produce clear, professional documents.
• High attention to detail, particularly when managing data, pricing information, trackers and formal documentation.
• Experience using Microsoft Office, particularly Excel, Word and PowerPoint.
• Confidence maintaining trackers, action logs, reports and project documentation.
• Strong interpersonal skills and the ability to build effective working relationships across multiple teams.
• A proactive, practical and collaborative approach, with the confidence to chase actions and resolve day-to- day issues.
• Experience of tender processes, contract mobilisation, procurement systems or Coupa would be beneficial, although this is not essential.