Senior / Lead Bid Team Administrator

proAV Limited; Thorpe CP; On-site; GBP 55,000 - 75,000; Full time

Job summary

proAV Limited in the United Kingdom is seeking a Senior Bid Coordinator to support the Bid Manager in delivering high-quality proposals. You will own end-to-end bid activity, ensuring timelines are met, and stakeholders are engaged across the sales, service and technical teams.

The role emphasizes content, quality assurance and process improvement, with opportunities to tailor case studies and CVs to each opportunity, while maintaining brand standards across submissions.

Qualifications

• Proven experience in coordinating bids, proposals and tender submissions.
• Strong organisational skills with ability to manage multiple deadlines.
• Proactive, solution-focused with effective stakeholder management.
• Excellent proofreading and content tailoring to client specs.

Responsibilities

• Manage end-to-end bid process from qualification to submission.
• Develop bid timelines, compliance checklists and action plans to ensure deadlines are met.
• Track progress of inputs, escalating risks or delays and ensuring accountability.
• Support and oversee other bid team members, providing guidance and coordination.
• Draft, edit and refine proposal responses to ensure accuracy and alignment with specifications.

Skills

Bid coordination

Proposal management

Tender submissions

Stakeholder management

Microsoft Office

Adobe Creative Cloud

InDesign

Illustrator

Project coordination

Tools

Microsoft Word

Microsoft PowerPoint

Microsoft Excel

InDesign

Illustrator

Adobe Creative Cloud

Job description

Role Overview

proAV is a leading global audio visual integrator, providing AV and event services across multiple client partnerships globally.

Our immediate requirement is for an experienced Senior Bid Coordinator to be a key part of our Egham team. The Senior Bid Coordinator will support the Bid Manager in delivering high-quality, compliant and compelling proposals. They will take ownership of coordinating end-to-end bid activity, ensuring timelines are met, submissions are consistent and stakeholders are fully engaged.

Experience and seniority of the position will be reflected by the remuneration and benefits package.

Key Responsibilities

Bid Coordination & Delivery

• Manage the end-to-end bid process, from opportunity qualification to submission.
• Develop bid timelines, compliance checklists and action plans to ensure all deadlines are met.
• Track progress of inputs, escalating risks or delays and ensuring accountability.
• Support and oversee other bid team members, providing guidance, prioritisation and coordination to maintain smooth operations.
• Assist the Bid Manager with balancing bid workloads and concurrent deadlines, ensuring the team has the support and resources needed to deliver high-quality submissions.

Content & Quality Assurance

• Draft, edit and refine proposal responses to ensure accuracy, clarity and alignment with specification.
• Ensure all submissions comply with client requirements, evaluation criteria and company brand standards.
• Tailor standard content, case studies and CVs to align with each opportunity.
• Conduct compliance and quality checks, escalating issues to the Bid Manager for review.

Stakeholder Engagement

• Coordinate with sales, service, technical experts and other contributors to gather information.
• Provide clear communication on deadlines, requirements and progress updates.
• Chase inputs and elevate challenges to the Bid Manager.

Process & Continuous Improvement

• Document control ensuring upkeep of centralised content library and templates.
• Identify opportunities to streamline processes and improve efficiency across the bid function.

Desirable Skills

• Proven experience in coordinating bids, proposals and tender submissions.
• Proactive and solution-focused, with the ability to anticipate challenges.
• Strong organisational skills with the ability to manage multiple deadlines simultaneously.
• Strong attention to detail with excellent proofreading skills.
• Confident communicator with strong stakeholder management skills.
• Proficient in Microsoft Office Suite (Word, PowerPoint, Excel) and document formatting.
• Experience with Adobe Creative Cloud (InDesign, Illustrator) is preferable, however training can be provided.

Equality, Diversity & Inclusion

proAV is an equal opportunity employer that is committed to supporting and promoting an inclusive culture for all employees and job applicants. We want everyone to feel comfortable being themselves and create a culture where we understand and respect each other’s differences. proAV does not tolerate discrimination based on age, disability, gender identity, marital or civil partnership status, pregnancy or maternity, race, religion or belief, sex, or sexual orientation. We make employment decision based on the needs of our business and the qualifications and/or experience of the individual. proAV offers personal and professional development opportunities, not just through traditional qualifications, but also through Apprenticeship schemes, internal training and mentorship programmes. We support employees and job applicants with their work-life balance through our family friendly policies and practices. We encourage all to apply.