Bids Knowledge Coordinator

Hymans Robertson; Tottenham; Hybrid; GBP 28,000 - 40,000; Full time

Benefits offered by this job

Flexible employee benefits

Mental health support onsite

Mentoring and Aspire learning portal

Volunteering leave and birthday leave

Hybrid working with in-office days

Job summary

Hymans Robertson is seeking a proactive Bids Knowledge Coordinator to streamline our bids process and maintain a robust Knowledge Base. You will coordinate tender activity, manage bid administration and ensure content remains current and accessible across teams.

You will contribute to process improvements, explore automation options, and support knowledge management initiatives while collaborating with bid managers and stakeholders. The role offers hybrid working with two in-office days per week.

Qualifications

• Previous experience in bid coordination, tender administration, knowledge management or a similar business support role.
• Excellent organisational skills with the ability to manage multiple tasks and priorities.
• Strong attention to detail and a commitment to maintaining accurate records and documentation.
• Confidence communicating with a range of stakeholders and managing incoming queries professionally.
• Strong written communication, editing and content management skills.
• The ability to build positive working relationships with colleagues across different teams.
• Experience using Microsoft Office applications and SharePoint, with confidence managing digital information and documentation.
• An interest in continuous improvement, automation, AI tools and enhancing user experience.
• A proactive, positive approach with a willingness to learn, take ownership and contribute to team success.

Responsibilities

• Monitor and manage the shared Bids mailbox and prioritise requests.
• Respond to straightforward queries and escalate complex ones to bid leads.
• Support tender administration activities, including opportunity setup and compliance checks.
• Track opportunities through the bid lifecycle from enquiry to award.
• Maintain key trackers, records and reporting processes.
• Develop and maintain the Bids Knowledge Base for easy access.
• Coordinate content review cycles and governance for accuracy.
• Gather user feedback and identify improvements for knowledge resources.
• Promote best practice use of the Knowledge Base across the firm.

Skills

Bid coordination

Organisational skills

Attention to detail

Stakeholder communication

SharePoint

MS Office

Content management

Automation interest

Dynamics CRM

Tools

Dynamics CRM

SharePoint

Job description

The Vacancy

We're looking for a proactive and highly organised Bids Knowledge Coordinator to support the smooth running of our bids process and the ongoing development of our Bids Knowledge Base.

Working closely with bid managers and stakeholders across the business, you'll help coordinate tender activity, manage important bid administration processes, and ensure our knowledge resources remain accurate, accessible and effective.

If you enjoy working in a fast-paced environment, have excellent attention to detail, and are passionate about organisation, knowledge management and continuous improvement, we'd love to hear from you.

What will your role look like?

As Bids Knowledge Coordinator, you'll support the end-to-end bid process while helping to develop and maintain the knowledge and resources that underpin successful tender submissions.

You'll act as a central point of coordination for incoming opportunities, support opportunity administration and compliance activities, and work with colleagues across the firm to ensure bid content remains current, relevant and easy to access. You'll also contribute to improving processes and exploring opportunities to make greater use of automation, AI and knowledge management tools.

Though this is a varied role, your key tasks will include:

• Monitoring and managing the shared Bids mailbox, ensuring enquiries, tender alerts and internal requests are reviewed, prioritised and progressed efficiently.
• Responding to straightforward queries and directing more complex requests to the appropriate bid lead or stakeholder.
• Supporting tender administration activities, including opportunity set-up, compliance checks, document management and maintaining accurate records within Dynamics CRM.
• Tracking opportunities throughout the bid lifecycle, from initial enquiry through to award stage.
• Maintaining key trackers, records and reporting processes, including bid feedback and performance information.
• Supporting the ongoing development and maintenance of the Bids Knowledge Base, helping to organise and structure information in a clear, accessible way.
• Working with stakeholders across the business to review and update case studies, credentials, standard responses and other bid content.
• Coordinating content review cycles, ownership and governance processes to ensure information remains accurate and up to date.
• Gathering user feedback and identifying opportunities to improve the quality, usability and effectiveness of knowledge resources.
• Promoting best practice use of the Knowledge Base and supporting engagement activities across the wider firm.
• Contributing to process improvements and helping identify opportunities for automation and increased efficiency.

To enjoy and succeed in this role, you will have:

• Previous experience in bid coordination, tender administration, knowledge management or a similar business support role.
• Excellent organisational skills, with the ability to manage multiple tasks and priorities effectively.
• Strong attention to detail and a commitment to maintaining accurate records and documentation.
• Confidence communicating with a range of stakeholders and managing incoming queries professionally.
• Strong written communication, editing and content management skills.
• The ability to build positive working relationships with colleagues across different teams.
• Experience using Microsoft Office applications and SharePoint, with confidence managing digital information and documentation.
• An interest in continuous improvement, automation, AI tools and enhancing user experience.
• A proactive, positive approach with a willingness to learn, take ownership and contribute to team success.

In addition to a competitive salary and access to our profit share scheme, we offer:

• A flexible selection of employee benefits, so you can choose a package that best matches your lifestyle and needs.
• A collaborative and encouraging work environment where your thinking and ideas are encouraged.
• On site mental health and wellbeing assistance.
• A commitment to helping you develop both personally and professionally, with mentoring opportunities and access to our award-winning learning portal, Aspire.
• Regular social activities, in addition to three days paid volunteering leave each year and a day’s leave to celebrate your birthday.
• Hybrid working so you can enjoy the positive wellbeing of working from home as well as the benefits of meeting colleagues in our sociable, modern office environments – with the expectation of two ‘in-office’ days per week.
• A flexible working window, allowing colleagues the freedom to work flexibly between the hours of 7am and 7pm.

About Us

Together, we’ve been building better futures for over 100 years. For our people, our clients and their people, our communities and the environment.

We thrive on tackling complex problems. And we believe those problems are best solved by diverse teams – diverse in skills, approaches and backgrounds. Our independence lets our people be themselves and think freely, while working in a collaborative, supportive environment. We love innovative, independent thinking and want everyone to share their ideas.

Working alongside employers, trustees and financial services institutions, we offer pensions, investments, benefits and risk consulting services, as well as data and technology solutions. With over 1000 employees and counting, we’re one of the leading consultancies in our field and are proud to be recognised by numerous industry awards.

We’re committed to developing our people and encourage everyone to carve out their own career path. We’ve many colleagues who started out in one team in the business and have ended up somewhere completely different, having had the chance to develop new skills and explore new passions.

We are continually working to improve our inclusive culture and employ diverse talent. We therefore welcome applications from people from all backgrounds, which includes but isn’t limited to: age, disability, ethnic heritage, gender, marital or civil partnership status, neurodiversity, religion, sexual orientation, and socio-economic background.

Our hybrid working model offers the best of both worlds – home working as well as a fun, collaborative office environment - meaning flexible working patterns to accommodate individual needs.

If you need any assistance in relation to a personal requirement, medical condition or neurological difference during our selection process then please let us know.

Together, we can make this the best job you’ll ever have.

We Offer

Our culture

We live and breathe our four values – friendly, confident, partnering and straightforward – and genuinely care about out people, clients, community and the environment.

Job satisfaction

Every employee can genuinely make a difference and contribute towards achieving our purpose – together, building better futures. Whether that’s helping our clients build more secure financial futures, using your 3 days volunteering or helping us reduce our carbon footprint.

Reward and wellbeing

We offer competitive salaries, a share of company profits and an award-winning benefits package. We also take your mental, physical, social and financial wellbeing seriously, both in and outside of work.

Flexible working

We trust our people to work in a pattern that suits their circumstances with a healthy balance of home and office working.

Latest technology

We use the most up-to-date technology and software to match our ground-breaking business solutions that make life easier for us and our clients.

Career development

There is no linear path – learning opportunities are plentiful and empower you to carve out your own career.