Sales Operations & Bid Executive

VivaCity; London; Hybrid; GBP 35,000 - 45,000; Full time

Job summary

An established industry player is seeking a proactive Tender & Business Support Coordinator to join their dynamic team. This role is crucial for managing tender submissions and supporting client relationships in a fast-paced environment. You'll collaborate with Sales and Customer Success teams, ensuring smooth operations and compliance with local authority frameworks. If you're looking to build a career in business operations and thrive in a growing company focused on improving urban transport, this opportunity is perfect for you. Join a passionate team dedicated to making data-driven changes happen faster than anyone else.

Qualifications

• Experience in coordinating tender submissions is a plus.
• Willingness to learn about public sector procurement is essential.

Responsibilities

• Coordinate tender submissions and manage compliance requirements.
• Provide operational support to Sales and Delivery Teams.

Skills

Attention to detail

Written communication

Time management

Organizational skills

CRM tools experience

Proactive mindset

Tools

Google Suite

Pipedrive

Slack

Job description

We're looking for a proactive Tender & Business Support Coordinator to join us.

Location: Old Street, with flexible working and WfH

Salary: £35,000 - £45,000

About us:

We are a fast-growing, 70-person scale-up, with a presence in most major UK cities and a growing international presence. We empower cities by providing local authorities and transport organisations with the detailed, highly accurate, data-driven insights they need to make informed decisions to support their sustainability goals. Having won industry and national awards every year since our founding, we bring the latest academic research into practical, real-world environments, making data-driven change happen faster than anyone else.

You can read more about our values and what it's like to work at VivaCity.

About the role:

Joining as our Sales Operations & Bid Executive, you’ll play a vital role in helping us win new work and support our customers after project kick-off. You’ll coordinate our responses to local authority tenders and manage our involvement in frameworks like Crown Commercial Services.

In addition to bid work, you’ll help with some of the admin and coordination that keeps our customer relationships running smoothly – working alongside our Sales and Customer Success teams. This is a great role for someone looking to build a career in business operations, sales enablement, or public sector bidding.

What you'll be doing:

1. Tender and Framework Coordination: Manage the coordination of tender submissions
2. Maintain accurate and up-to-date records of open frameworks (e.g. CCS), ensuring deadlines and compliance requirements are tracked
3. Monitor portals for relevant opportunities and flag new tenders internally

Sales Support:

1. Provide operational support across the Sales and Delivery Teams
2. Help support existing clients by assisting Business Development Managers with renewals, contract management, keeping internal systems updated, etc.
3. Respond to day-to-day customer admin needs – liaising with across functions where needed

Internal Process and System Support:

1. Keep CRM records and internal trackers accurate and up to date
2. Support reporting on tender activity and business ops tasks
3. Help drive continuous improvements to our internal processes

Knowledge:

1. How local authority procurement works, or a willingness to learn fast
2. The basics of public sector tenders, frameworks and compliance
3. What makes up a good customer journey in B2B/B2G
4. The demands of a fast-paced, scaling company

Skills:

1. Strong attention to detail – especially when writing or working with documents
2. Clear and professional written communication
3. Good time management and ability to juggle multiple deadlines
4. Proactive, organised and happy working cross-functionally
5. Basic experience using CRM tools or similar business software
6. Willingness to learn how our tech and sales processes work

Bonus knowledge and skills for success:

1. Experience coordinating public sector tender submissions
2. Familiarity with procurement platforms (e.g. Contracts Finder, Proactis)
3. Worked in a support/admin role in a tech or public sector-focused company
4. A passion for improving cities and making transport better
5. Google Suite, Pipedrive, Slack