Procurement Coordinator

HKS ARCHITECTS LIMITED - UK; Greater London; On-site; GBP 35,000 - 52,000; Full time

Job summary

HKS ARCHITECTS LIMITED - UK is seeking a Portal & Compliance Coordinator to manage procurement portal submissions and ensure compliant, on-time responses. You will maintain portal profiles, manage credentials and coordinate with Bid Managers to prepare clarifications and go/no-go inputs.

You will monitor notices, manage packaging, and keep a central tracker of opportunities and deadlines. Experience with UK/EU public sector processes, Open Asset and SharePoint, and strong MS Office skills are

Qualifications

• 3+ years of experience in bids, tenders, procurement, or business development support.
• Experience with UK/EU public sector procurement processes and systems.
• Experience working with UK portals and procurement frameworks.
• Experience with Open Asset, SharePoint and similar platforms.
• Proficiency in MS Office Suite including Word, Excel and PowerPoint.
• Strong knowledge of construction procurement routes and design stages.

Responsibilities

• Maintains active registrations across all procurement portals, frameworks and platforms.
• Ensures portal profiles, certifications and company information remain accurate.
• Manages user access, credentials, alerts and compliance documentation.
• Serves as the primary contact within procurement portals.
• Monitors portals daily for new opportunities, clarifications, addenda and updates.
• Reviews and logs new procurement notices, framework call-offs and amendments.
• Maintains a centralized tracker for portal activity, deadlines and opportunity pipeline.
• Coordinates with Practice Leads to identify opportunities and register for relevant ones.
• Conducts initial compliance checks (eligibility, mandatory requirements, deadlines).
• Coordinates go/no-go input collection and documentation.
• Drafts and submits clarification questions with Bid Managers.
• Distributes opportunities, updates and amendments to pursuit team.
• Tracks bid opportunities and active bids across portals and platforms; ensures timely distribution.
• Manages submission checklists and portal-specific requirements ensuring deadlines are met.
• Coordinates document formatting, uploads, file naming, size limits and final packaging.
• Executes final upload, verifies submission confirmation and archives materials.
• Tracks submission volumes, deadlines, outcomes and hit-rate performance.
• Maintains central repository of portal instructions, best practices and lessons learned.
• Supports process improvements to procurement tracking and pursuit efficiency.

Skills

Bids & tenders experience

UK procurement

Document management

MS Office proficiency

Stakeholder management

Attention to detail

Tools

Open Asset

SharePoint

Job description

Overview

Owns the portal process and compliance management, supporting the operational execution of all submissions. Responsible for the centralized management of procurement portals, framework platforms, and related communications. Ensures the timely identification, qualification, coordination, and compliant submission of opportunities, while partnering closely with Practice Leaders and Bid Managers, who lead strategy and response development. This position primarily supports the Health, Education, and Life Sciences practices.

Responsibilities

• Maintains active registrations across all procurement portals, frameworks, and related platforms


• Ensures portal profiles, certifications, and company information remain accurate


• Manages user access, credentials, alerts, and compliance documentation


• Serves as the primary point of contact within procurement portals


• Monitors portals daily for new opportunities, clarifications, addenda, and updates


• Reviews and logs new procurement notices, framework call-offs, and amendments


• Maintains a centralized tracker for portal activity, deadlines, and the overall opportunity pipeline


• Coordinates with Practice Leads to identify upcoming opportunities and register for those which are relevant


• Conducts initial compliance checks (eligibility, mandatory requirements, deadlines)


• Coordinates go/no-go input collection and documentation


• Drafts and submits clarification questions in coordination with Bid Managers


• Distributes opportunities, updates, and amendments to relevant Practice Leaders, Bid Managers, and pursuit team


• Tracks bid opportunities and active bids across all procurement and contract-finder platforms, ensuring timely internal distribution


• Manages submission checklists and portal-specific requirements ensuring deadlines are met without compromising quality


• Coordinates document formatting, uploads, file naming requirements, size limits, and final submission packaging


• Executes the final upload, verify submission confirmation, and archive submitted materials and receipts


• Tracks submission volumes, deadlines, outcomes, and maintain a hit-rate performance reporting


• Maintains a central repository of portal instructions, best practices, and lessons learned


• Supports ongoing process improvements to enhance procurement tracking and pursuit efficiency

Travel may be required

Qualifications

• Typically, with 3+ years of experience in bids, tenders, procurement, or business development support


• Experience with UK/EU public sector procurement processes and systems


• Experience working with UK portals and procurement frameworks


• Experience in architecture or construction-related field preferred


• Experience with Open Asset, SharePoint and similar platforms preferred


• Proficiency in MS Office Suite, including Microsoft Word, Excel and PowerPoint


• Knowledge of construction/RIBA Design stages, supply chain roles and procurement and selection routes including Design & Build, EPC, RFPs and design competitions preferred


• Proficient in document management systems and tracking tools


• Strong attention to detail and compliance orientation


• Strong interpersonal skills and the ability to interact with all levels of staff and clients; ability to forge trusting relationships within a diverse team


• Strong organizational skills and the ability to work on multiple projects at the same time


• Ability to proactively solve problems and apply creative, practical solutions


• Ability to work collaboratively within a team while also independently managing and prioritizing multiple tasks to meet deadlines effectively

Company Culture

HKS is a global firm of architects, designers, planners and advisors who create places noted for their beauty and performance. Our 1,600 people in 29 offices are united by the belief that an environmental, social and governance approach to design achieves design excellence. In 2023, we became a carbon neutral firm. We value honesty, diversity and inclusion and we celebrate creative thinking. In partnership with our clients and collaborators, we craft powerful ideas and solutions. Together we create places that stand apart.

HKS, Inc. provides reasonable accommodation in its application process for qualified individuals with disabilities. If you are interested in applying for employment with HKS, Inc. and need assistance applying for a posted position due to your disability, you may email us. Please use "Accommodation Request" as the subject line of your e-mail. For more information on what the Equal Employment Opportunity law encompasses, please click on the following links: EEO is the Law and Supplement. The following link is the Pay Transparency Nondiscrimination policy statement.