Bid and Admin Support

TN United Kingdom; Hemel Hempstead; On-site; GBP 45,000 - 60,000; Full time

Job summary

A leading company in the security technology sector is seeking a Bid and Admin Support Project Manager to oversee business opportunities in the North West Europe region. This role involves managing bids, coordinating project logistics, and ensuring compliance with company standards. The ideal candidate will have strong project management skills, experience in bid preparation, and the ability to work cross-functionally. Join a team dedicated to making the world a safer place while enjoying excellent training and growth opportunities.

Benefits

Excellent training and career growth opportunities

Flexible benefits to suit lifestyle

Inclusive environment with strong leadership

Qualifications

• Internationally recognised professional qualification in project management desirable.
• Experience operating as a project manager, demonstrating complete project lifecycle.

Responsibilities

• Lead bid management and support for commercial programmes.
• Conduct monthly variance analysis and present findings.
• Manage logistical tasks for timely delivery of equipment.

Skills

Project Management

Communication

Problem Solving

Education

Degree qualification (HND minimum) in relevant discipline

Tools

SAP

Primavera

Oracle ERP

MS Project

Power BI

Job description

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YouwillsupportNWEuroperegionworkingonarangeofbusinessopportunitiesaimedatexpandingtheorderbookpipelineforexistingbusinesssectorsandalsointroducingnewsectorstotheSmiths Detection Portfolio.

Significantworkloadisanticipatedinthecreationofwinningproposalsforthenewbusinessandaprimefunctionofthisrole(BidandAdminSupportPM)willbetoworkcross-functionallytodevelopaccuratecostingsforthesolutionsbeingproposed.

Inaddition,supportingSaleswithgeneratingcompetitivepricingandworkingonanyclarificationquestionsorpricingchallengesfromcustomerstoensureSmithshasthebestpossiblechanceofwinningthenewbusinessattherightfinancialmetricsforthebusiness.Inaddition,supportacrossthecurrentorderbookbeingdeliveredisrequiredintermsoflogisticscoordination,projectmanagementcoordinationandresourceallocations.

Therearealsolikelytobeopportunitiesforthisroletotakeonspecificdeliveryorbusinessimprovementprojects,asdirectedbytheHeadofProgrammeManagementandPMO(linemanager).

Duties:

Bid Management & Support:

• Lead or provide support to the Commercial Programmes department in preparing bids across the portfolio of products within the North West region; inclusive of building the proposal, ensuring all bids are compliant to customer & Smiths requirements / standards and co-ordinating with cross-departmental resources to submit key documentation to meet the submittal dead-lines
• Support Account Management & Senior Programme Managers in Cost Model generation for Bids and Opportunities
• Actively monitor status, key dates & tasks for all bids and tenders within the North West Region
• Support Programme & Account Management functions in completion of a Sales to Programmes Handover and a Contract Acceptance Report upon successful acceptance of tender / bid.
• Identify areas for improvement in the bidding process and implementing best practices.

Project Management:

• Completing generation of Technical Data Packs for each C3 passenger checkpoint solution in line with UKCA compliance. Where missing, generate appropriate folder structures to allow for audit and traceability purposes
• Providing support to the departments central function to assist with monthly financial reporting and defining KPI’s to enhance the robustness of the financial objectives
• With support from Project Controls conduct monthly variance analysis for explaining and interpreting impact against the baseline and the completion and tracking of corrective/preventative actions. Present this information at monthly project reviews or ad-hoc as required.
• Support NW programmes portfolio with customer invoicing; liaising with OTI (Order to Invoice) and Finance. Track status from generation through to fulfilled payment
• Lead logistical tasks to follow company process and liaise with third party and internal departments to organise, arrange and ensure timely delivery of C3 equipment across Live programmes for NW market

People and Talent Management:

• Promote disciplined project management throughout the global project management function.
• Effectively harness and apply the knowledge of people from all functions.
• Awareness of the different role profiles, team structures and competencies required to deliver the goals and objectives of the project.
• Create inclusive and coordinated project environments to achieve project success.

Commercial:

• Assuring that best industry practise project management is employed and through customer reporting provide confidence that projects are being monitored and controlled in a professional manner.
• By delivering projects to scope the PM will satisfy our customer commitments, provide innovative products to the marketplace and maximise shareholder return.

Policies and Procedures:

• Ensure individual and project compliance with company policies for Ethics, Health, Safety and Environment.
• Support business change initiatives, such as the standardisation and integration of Programme Lifecycle Management, Product Lifecycle Process and Technology Development Management Process into a PEC process framework for application across the global business.
• Follows a proactive approach to developing an understanding of company policies and procedures and in the first instance uses resources such as training material, procedure documents and process guidelines as a go-to source.
• Fulfil the role of Bid & Admin Support:
  • Managing the Master Production / Delivery Schedule for remaining C3 opportunities, both with internal manufacturing & third-party supplier.
  • Lead logistical tasks to follow company process and liaise with third party and internal departments to organise, arrange and ensure timely delivery of equipment across Live programmes for NW market.
  • Lead the construction of winning proposals for business, coordinating and scrutinising inputs from requisite business functions.
  • Generate accurate costings for projects to underpin winning proposals that will ultimately generate the approved TGM for the region.
  • Assist with or lead the generation of proposal documentation.
  • Additional support tasks across the NW Europe portfolio as directed by Head of Programme Management & PMO.

Job Description

Job Purpose:

YouwillsupportNWEuroperegionworkingonarangeofbusinessopportunitiesaimedatexpandingtheorderbookpipelineforexistingbusinesssectorsandalsointroducingnewsectorstotheSmiths Detection Portfolio.

Significantworkloadisanticipatedinthecreationofwinningproposalsforthenewbusinessandaprimefunctionofthisrole(BidandAdminSupportPM)willbetoworkcross-functionallytodevelopaccuratecostingsforthesolutionsbeingproposed.

Inaddition,supportingSaleswithgeneratingcompetitivepricingandworkingonanyclarificationquestionsorpricingchallengesfromcustomerstoensureSmithshasthebestpossiblechanceofwinningthenewbusinessattherightfinancialmetricsforthebusiness.Inaddition,supportacrossthecurrentorderbookbeingdeliveredisrequiredintermsoflogisticscoordination,projectmanagementcoordinationandresourceallocations.

Therearealsolikelytobeopportunitiesforthisroletotakeonspecificdeliveryorbusinessimprovementprojects,asdirectedbytheHeadofProgrammeManagementandPMO(linemanager).

Duties:

Bid Management & Support:

• Lead or provide support to the Commercial Programmes department in preparing bids across the portfolio of products within the North West region; inclusive of building the proposal, ensuring all bids are compliant to customer & Smiths requirements / standards and co-ordinating with cross-departmental resources to submit key documentation to meet the submittal dead-lines
• Support Account Management & Senior Programme Managers in Cost Model generation for Bids and Opportunities
• Actively monitor status, key dates & tasks for all bids and tenders within the North West Region
• Support Programme & Account Management functions in completion of a Sales to Programmes Handover and a Contract Acceptance Report upon successful acceptance of tender / bid.
• Identify areas for improvement in the bidding process and implementing best practices.

Project Management:

• Completing generation of Technical Data Packs for each C3 passenger checkpoint solution in line with UKCA compliance. Where missing, generate appropriate folder structures to allow for audit and traceability purposes
• Providing support to the departments central function to assist with monthly financial reporting and defining KPI’s to enhance the robustness of the financial objectives
• With support from Project Controls conduct monthly variance analysis for explaining and interpreting impact against the baseline and the completion and tracking of corrective/preventative actions. Present this information at monthly project reviews or ad-hoc as required.
• Support NW programmes portfolio with customer invoicing; liaising with OTI (Order to Invoice) and Finance. Track status from generation through to fulfilled payment
• Lead logistical tasks to follow company process and liaise with third party and internal departments to organise, arrange and ensure timely delivery of C3 equipment across Live programmes for NW market

People and Talent Management:

• Promote disciplined project management throughout the global project management function.
• Effectively harness and apply the knowledge of people from all functions.
• Awareness of the different role profiles, team structures and competencies required to deliver the goals and objectives of the project.
• Create inclusive and coordinated project environments to achieve project success.

Commercial:

• Assuring that best industry practise project management is employed and through customer reporting provide confidence that projects are being monitored and controlled in a professional manner.
• By delivering projects to scope the PM will satisfy our customer commitments, provide innovative products to the marketplace and maximise shareholder return.

Policies and Procedures:

• Ensure individual and project compliance with company policies for Ethics, Health, Safety and Environment.
• Support business change initiatives, such as the standardisation and integration of Programme Lifecycle Management, Product Lifecycle Process and Technology Development Management Process into a PEC process framework for application across the global business.
• Follows a proactive approach to developing an understanding of company policies and procedures and in the first instance uses resources such as training material, procedure documents and process guidelines as a go-to source.

Portfolio specific duties:

• Fulfil the role of Bid & Admin Support:
  • Managing the Master Production / Delivery Schedule for remaining C3 opportunities, both with internal manufacturing & third-party supplier.
  • Lead logistical tasks to follow company process and liaise with third party and internal departments to organise, arrange and ensure timely delivery of equipment across Live programmes for NW market.
  • Lead the construction of winning proposals for business, coordinating and scrutinising inputs from requisite business functions.
  • Generate accurate costings for projects to underpin winning proposals that will ultimately generate the approved TGM for the region.
  • Assist with or lead the generation of proposal documentation.
  • Additional support tasks across the NW Europe portfolio as directed by Head of Programme Management & PMO.

Qualifications

Technical Knowledge, Skills and Abilities:

Educational requirements:

• Internationally recognised professional qualification in project management (equivalent to IPMA level C/D) desirable.
• Degree qualification (HND minimum) in relevant discipline (Business/Project Management or Technology/Engineering) desirable.

Knowledge:

• Thorough knowledge of project management methodologies (e.g. Waterfall, PRINCE2, Agile etc) gleaned from a mixture of experience, exposure and training.
• Good level of understanding of planning methodologies/techniques and other aspects of project controls such as earned value management.
• Awareness of complex integrated technology-based sensor systems and the critical roles that the technology and products play in the market.
• Awareness of the main priorities of typical cross-functions and how they operate and support the delivery of major technology projects (such as R&D, Legal, Finance, Supply Chain, Service etc).

Skills:

• Experience operating as a project manager, can demonstrate experience of the complete project lifecycle and degrees of project complexity.
• Strong verbal and written communication and people management skills.
• Good problem-solving skills combined with developing experience leading integrated teams to benefit the delivery of projects.
• Experience of baseline planning and scheduling, forecasting and estimating, cost/schedule integration techniques.
• Exposure to resource management and integration with Integrated Business Planning.
• Experience in critical path analysis, reporting, risk management tracking and the completion of corrective action plans.
• Exposure to the use of estimating, scheduling, risk and change software tools such as: SAP, Primavera, Oracle ERP, MS Project, Pertmaster, Active Risk Manager, Cobra, Power BI.
• Application of continuous improvement both formal and informal approaches.
• Experience of product development covering product introduction, enhancement and sustaining and/or experience at managing a customer in a commercial environment.

Competence and Abilities:

• Ability to demonstrate leadership and interpersonal skills with a natural passion to deliver against commitments.
• Ability to communicate at all levels of the organisation and developing ability to adapt the level of details that is required for a particular audience.
• Ability to manage a multicultural team in a matrix environment and influence people outside of direct reporting relationships.
• Good vision, attention to detail, highly organised and ability to work with little instruction on day-to-day work and general instructions on new assignments.
• Ability to influence and align activities project governance, particularly those related to project management.
• Play a significant role in the production and control of baselined, fully logic linked, cost and resource loaded plans, with appropriate milestones utilising approved work breakdown structures and techniques.
• Apply change activities from proposal through to integration into the Performance Measurement Baseline.

Planning and Decision Making:

• Responsibility for planning, organising and executing assigned projects.
• Operate in accordance with a delegated authority, making prompt decisions to resolve problems and escalating issues in a timely manner.
• Required to arrange own activities and assignments in accordance with boundaries set by line manager.

Impact and Scope:

• This is a project leadership role with accountability for the successful delivery of multiple low/medium categorised projects and occasionally major projects.
• Failure to achieve required outputs would result in serious delays and considerable expenditure of resources.

Key Internal and External Relationships:

• Market Programme Director
• Global Programmes Director
• Programme Excellence Centre Team
• Technology Finance Analysts
• Commercial Finance Teams
• Project Controls Manager and Project Controllers
• Customer and supplier representatives

Additional Information

We offer…

Join us and we’ll help build your career, with excellent training and opportunities for career growth across the business, both locally and globally. You’ll experience an inclusive environment, with strong leadership and a focus on safety and wellbeing. You’ll also have the flexibility to choose from a wide range of benefits to suit your lifestyle, offering you and your family support from a health and wellbeing, financial andlifestyle perspective.

Join us and work for a world-leader, with the benefits and training to reward your dedication and skills. Be part of a team where we are making the world a safer place.

We believe that different perspectives and backgrounds are what make a company flourish. All qualified applicants will receive equal consideration for employment regardless of color, religion, sex, sexual orientation, gender identity, national origin, economic status, disability, age, or any other legally protected characteristics. We are proud to be an inclusive company with values grounded in equality and ethics, where we celebrate, support, and embrace diversity.

At no time during the hiring process will Smiths Group, nor any of our recruitment partners ever request payment to enable participation – including, but not limited to, interviews or testing. Avoid fraudulent requests by applying jobs directly through our career’s website (Careers - Smiths Group plc)