Bid Coordinator

Sharpsmart UK; Ashby-de-la-Zouch; On-site; GBP 30,000 - 38,000; Full time

Job summary

Sharpsmart UK is seeking an organised Bid & Mobilisation Coordinator to join our Commercial Operations team. You will coordinate bid activity, tender submissions and contract mobilisations, ensuring information is accurate and delivered on tight deadlines.

In this 12-month contract, you will work across Commercial, Operations, Sales and Marketing to develop tender content, manage trackers and documentation, and support continuous improvement of processes using Coupa.

Qualifications

• Experience in administration, coordination or mobilisation roles.
• Ability to manage data, trackers and documentation.
• Experience with tender processes or Coupa is beneficial.
• Excellent written and verbal communication.

Responsibilities

• Coordinate bid, tender and commercial activity, ensuring documentation is accurate and submitted on time.
• Create and coordinate orders through Coupa.
• Support pricing coordination and maintain commercial data.
• Develop tender content aligned with customer requirements.
• Gather input from internal teams to strengthen submissions.
• Maintain mobilisation trackers and project documentation.
• Coordinate meetings, prepare agendas and track actions.
• Produce updates and reports for mobilisation oversight.

Skills

Organisational skills

Time management

Written communication

Interpersonal skills

Proactive

Tools

Coupa

MS Excel

MS Word

PowerPoint

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

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses and identifying potential inconsistencies or verification signals in application materials based on available information. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.