Bid Coordinator - Leatherhead - Hybrid working: 3 days in the office, 2 days remotely.

Swan Recruitment Ltd.; Leatherhead; Remote; GBP 32,000 - 48,000; Full time

Job summary

Swan Recruitment Ltd. is seeking a Bid Coordinator in Leatherhead for a 6-month hybrid engagement. The role involves coordinating bid activity, preparing documentation, and supporting submission processes across multiple teams. BPSS and DNTS project experience are helpful.

The successful candidate will manage schedules, track actions, and liaise with Bid Managers, Capture Managers and SMEs to ensure timely and compliant bid responses. Start ASAP.

Qualifications

• Experience coordinating bid processes and proposal support.
• Strong ability to manage multiple activities and deadlines.
• Excellent written and verbal communication skills.
• Familiarity with public sector procurement processes is desirable.

Responsibilities

• Coordinate bid activities across the lifecycle from qualification through submission.
• Maintain bid schedules, milestones and action trackers to ensure on-time delivery.
• Manage clarification responses and coordinate inputs from technical, commercial, legal and operational stakeholders.
• Organise bid kick-offs, status meetings and workshops; distribute minutes and actions.
• Support development of presentation packs and proposal materials.
• Ensure governance reviews and stage-gate requirements are met.

Skills

Organisational skills

Attention to detail

Stakeholder engagement

Time management

Communication

Education

A-Level or equivalent

Bachelor's degree in Business or related

Tools

Microsoft Office

Job description

Bid Coordinator- Leatherhead - Hybrid working: 3days in the office, 2days remotely.

• Leatherhead, Surrey

Bid Coordinator

Please advise rate sought.

Inside IR35 work engagement (PAYE / Umbrella)

Start – ASAP

Location - Leatherhead

Hybrid working: 3days in the office, 2days remotely.

40 hours per week.

Duration – 6 months. Potential for longer

Project – DNTS

BPSS security clearance.

Job Purpose

The Bid Coordinator will provide coordination, administration and proposal support throughout the bid lifecycle, working closely with Bid Managers, Capture Managers, Subject Matter Experts, Commercial, Finance and Business Development teams. The successful candidate will be responsible for ensuring bid activities remain on track, maintaining bid documentation, coordinating stakeholder engagement, managing clarification responses and supporting proposal development activities. The role requires strong organisational skills, attention to detail and the ability to build effective working relationships across the organisation. This position provides an excellent opportunity for an individual looking to develop a career within Bid Management, Capture Management and Business Development.

Responsibilities

Primary Responsibilities

Bid Coordination

• Support Bid Managers in the delivery of bids from opportunity qualification through to submission.
• Maintain bid schedules, milestones and action trackers to ensure all activities are completed on time.
• Monitor progress against bid plans and proactively follow up on outstanding actions.
• Provide administrative and coordination support throughout the proposal lifecycle.
• Assist with preparation of bid documentation and submission packs.

Clarification Management

• Manage the end-to-end clarification process throughout the bid lifecycle.
• Coordinate pre-submission clarification questions, bidder enquiries and post-submission customer clarifications.
• Review clarification requirements and allocate actions to the appropriate technical, commercial, legal or operational stakeholders.
• Track clarification responses against customer deadlines and accelerate overdue actions where required.
• Collate, quality check and format responses prior to review and submission.
• Maintain comprehensive clarification logs and ensure all communications are recorded and stored appropriately.
• Monitor clarification themes and communicate any impacts to the bid strategy, solution, pricing or proposal content.
• Ensure all clarification responses are submitted in accordance with customer instructions and portal requirements.

Meeting Organisation and Facilitation

• Organise and coordinate bid kick-off meetings, status meetings, solution workshops, review meetings and lessons learned sessions.
• Prepare and distribute agendas, meeting packs and supporting documentation.
• Facilitate meetings where appropriate, ensuring discussions remain focused on objectives and actions.
• Capture actions, decisions and key outputs and ensure timely distribution of meeting minutes.
• Track actions through to completion and follow up with stakeholders to ensure commitments are met.
• Support governance reviews and stage-gate meetings by ensuring required information is available and presented effectively.

Presentation and Proposal Support

• Support the development of customer presentations, bid reviews and executive briefing materials.
• Prepare presentation packs and coordinate contributions from multiple stakeholders.
• Assist in developing clear, professional and visually engaging presentation materials.
• Maintain version control and ensure presentation content reflects the latest bid strategy and messaging.
• Support rehearsals and review sessions by coordinating content updates and feedback.

Bid Planning and Communications

• Maintain and update bid plans, schedules, resource plans and action trackers throughout the pursuit lifecycle.
• Ensure all team members are aware of changes to priorities, deadlines, deliverables and customer requirements.
• Communicate updates clearly and promptly to stakeholders across the bid team.
• Monitor progress against milestones and identify potential risks to delivery schedules.
• Support Bid Managers in reporting overall bid status and progress.

Stakeholder Engagement and Network Building

• Build and maintain strong working relationships across Business Development, Capture, Operations, Commercial, Finance, Legal, Procurement, Project Management and Technical teams.
• Develop an effective internal network that enables timely access to information, lessons learned, resumes, case studies and supporting data.
• Act as a central coordination point for gathering and exchanging bid information.
• Encourage collaboration across departments to improve bid quality and responsiveness.
• Support knowledge sharing and continuous improvement initiatives within the wider bid community.

Compliance and Document Management

• Ensure proposal documents are stored, controlled and maintained in accordance with company procedures.
• Support compliance reviews against customer instructions and procurement requirements.
• Manage bid libraries, templates, CVs, project references and reusable content.
• Assist with document formatting, proofreading and quality assurance activities.

Secondary Responsibilities

• Support Capture Managers and Bid Managers in opportunity planning activities.
• Assist with supplier and partner engagement during bid development.
• Maintain bid databases, knowledge repositories and proposal libraries.
• Coordinate collection of lessons learned and customer feedback.
• Support continuous improvement of bid processes, templates and best practices.
• Assist in preparing reports on bid metrics and performance.

Experience Requirements

Experience

• Experience in bid coordination, proposal support, project administration, project coordination or similar business support role.
• Strong organisational and multitasking capabilities.
• Experience coordinating meetings, managing actions and supporting delivery against deadlines.
• Excellent written and verbal communication skills.
• High attention to detail and ability to manage multiple concurrent activities.
• Experience working within collaborative teams and matrix organisations.
• Experience within Defence, Nuclear, Engineering, Consultancy or Public Sector environments would be advantageous.

Technical Skills / Knowledge

• Understanding of bid and proposal processes.
• Strong Microsoft Office skills, particularly Word, PowerPoint, Excel, Outlook and Teams.
• Experience maintaining trackers, schedules and document repositories.
• Strong document formatting and presentation preparation skills.
• Familiarity with public sector procurement processes is desirable.
• Understanding of APMP and Shipley principles would be beneficial.

Behaviours / Personal Qualities

We Value Our People

Builds Effective Relationships

• Develops trusted relationships across teams and functions to support successful business outcomes.

We Deliver

Plans and Organises

• Effectively manages priorities, monitors progress and ensures commitments are delivered on time.

We Are People of Integrity

Ensures Accountability

• Takes responsibility for assigned activities and follows through on commitments with attention to detail.

We Empower

Proactively Supports Others

• Anticipates team needs and takes initiative to resolve issues and maintain momentum.

We Are a Team of Teams

Collaborates Across Boundaries

• Works effectively with stakeholders across multiple functions and builds networks that support the successful flow of information and delivery of bids.

Qualifications / Certifications

Educational

Essential

• A-Level, vocational qualification or equivalent experience.

Desirable

• Bachelor's degree in Business, Communications, Project Management or a related discipline.

Professional

Desirable

• APMP Foundation Certification.
• Working towards APMP accreditation.
• Relevant business administration or project coordination qualifications.