Bid Coordinator

ERM; City of Edinburgh; On-site; GBP 30,000 - 42,000; Full time

Job summary

ERM is seeking an organised, proactive Bid Coordinator to join the NEBU Bid Team in the Northern Europe region. You will support pre-qualification and bid production from start to finish, coordinating with Bid Managers, Technical Consultants and specialists across NEBU and the wider EMEA region.

You will help maintain proposal quality, manage schedules, and contribute to continuous improvement in bid processes while leveraging AI tools and templates in a dynamic consultancy environment.

Qualifications

• Exceptional organisational and administrative skills required.
• Excellent written and verbal communication abilities.
• Strong attention to detail and accuracy.
• Ability to coordinate multiple activities and deadlines.
• Experience in bid coordination or proposal management is preferred.
• Familiarity with procurement portals and processes.

Responsibilities

• Coordinate end-to-end proposal process for bids, tenders and frameworks.
• Support bid planning meetings and proposal schedules.
• Track actions, deadlines and deliverables through the bid lifecycle.
• Manage document version control and quality checks.
• Coordinate reviews and approval processes for proposals.
• Assist with opportunity tracking and CRM updates.
• Contribute to proposal production and collaboration with SMEs.
• Use AI tools to accelerate document assembly with human verification.

Skills

Organisational skills

Administrative skills

Communication skills

Deadline management

Tools

Microsoft Word

Microsoft PowerPoint

Microsoft Excel

Job description

The Opportunity

ERM is seeking an organised, proactive and competitive driven Bid Coordinator to join the growing Northern Europe Business Unit (NEBU) Bid Team. This role will play a critical part in supporting the pursuit and delivery of high-quality proposals, helping our technical teams win work across a diverse range of industry sectors within the environmental and sustainability space.

The Bid Coordinator will work closely with Bid Managers and Coordinators, Technical Consultants, Partners, and Specialists across NEBU and the wider Europe, Middle East and Africa region to support and coordinate pre-qualification and bid production from start to finish, supporting the submission of high-quality proposals.

This is an excellent opportunity for career building and professional development with mentoring from experienced colleagues. You’ll have opportunities to support work winning efforts across NEBU and contribute to the overall strategic growth within a global consultancy.

Key Responsibilities

Bid Coordination & Delivery

• Coordinate the end-to-end proposal process for bids, tenders and framework submissions.
• Support bid planning activities, kick-off meetings and proposal schedules.
• Track actions, deadlines and deliverables throughout the bid lifecycle.
• Manage proposal document version control and quality checks.
• Coordinate proposal reviews and approval processes.
• Manage procurement portal requirements end-to-end.

Proposal Production

• Assemble and format proposal documents using ERM templates and branding standards.
• Coordinate inputs from technical experts and subject matter specialists.
• Contribute for drafting, editing, and reviewing responses to non-technical questions.
• Contributing to gathering and/or creating org. charts, case studies, and CVs.
• Ensure consistency and quality across all proposal materials.
• Use of AI tools to accelerate document assembly, consistency checking, and applying human verification.

Stakeholder Management

• Working closely and acting as a central point of contact for proposal contributors.
• Coordinate internal review meetings and capture actions.
• Build strong relationships across business units and teams.

Commercial Support

• Assist with opportunity tracking and pipeline management.
• Update CRM and business development systems.

Continuous Improvement

• Identify opportunities to improve bid processes and efficiency.
• Support development of proposal templates and best practices.
• Contribute to maintaining a culture of excellence.
• Help develop innovative approaches to proposal management and collaboration.
• Contribute to lessons learned and continuous improvement activities. Maintain the Bid Team’s proposal libraries.

Essential Candidate Requirements

• Personable, collaborative and resilient approach.
• Exceptional organisational and administrative skills.
• Excellent written and verbal communication skills.
• Exceptional attention to detail and accuracy.
• Strong Microsoft Office skills, particularly Word, PowerPoint and Excel.
• Ability to coordinate multiple activities and deadlines simultaneously.
• Ability to work effectively under pressure and meet tight deadlines.
• Previous experience in bid coordination.
• Familiarity with procurement portals.
• Knowledge of procurement procedures and processes.

Desirable

• Experience within consultancy, engineering, environmental services or professional services.
• Experience using CRM or proposal management systems.
• Experience using AI tools.
• Familiarity and/or membership with APMP (Association of Proposal Management Professionals)

ERM is committed to creating an inclusive workplace where everyone feels valued, respected, and empowered to thrive, it’s an essential part of what makes ERM a great place to build a career and helps us create better solutions for our clients. We welcome talent from all backgrounds and provide equal opportunities for every candidate. If you have a disability, are neurodivergent, or need accommodations during the selection process, we’re here to support you. Our commitment doesn’t stop at hiring. Once you join us, we’ll ensure you have the tools, support, and adjustments needed to succeed and feel a true sense of belonging. Learn more about our Diversity, Inclusion & Belonging (DIB) efforts by visiting our website or exploring our 2026 Sustainability Report.