Bid Coordinator

BMT; Houston (TX); On-site; USD 75,000 - 85,000; Full time

Benefits offered by this job

Health insurance

401k

Professional development opportunities

PTO and holidays

Job summary

BMT is seeking a Bid Coordinator in Houston, Texas to support the Future Business department. The role involves managing the full bid lifecycle, from planning to submission, while ensuring compliance and quality control in proposals.

The ideal candidate will have at least 3 years of experience in bid coordination, strong organizational skills, and the ability to engage with multiple stakeholders. This is a full-time hybrid position requiring on-site presence at least two days a week.

Qualifications

• Proven track record of supporting bid processes, managing multiple stakeholders.
• Understanding of bid governance and strategic planning.
• Strong communication skills across various organizational functions.

Responsibilities

• Manage the entire bid process including planning and adherence to timelines.
• Coordinate inputs from technical and financial stakeholders.
• Ensure timely submission of comprehensive and compliant bids.

Skills

Bid coordination experience

Knowledge of procurement processes

Ability to work independently

Excellent time management skills

Flexibility in approach

Education

3+ years in bidding

Job description

Bid Coordinator

Department: Future Business

Employment Type: Full Time

Location: USA - Houston

Reporting To: Lee Hedd

Description

About the role

The Bid Coordinator is responsible for supporting Future Business, Programme and Capability teams to deliver on all the expectations associated with the end-to-end Bid Process, including planning and managing activities across a range of disciplines, as well as identifying and delivering bid plans and strategies. The role focuses on undertaking a wide range of coordination and administration duties to support the bidding and work winning activities, including submission of formal responses to tenders, EOIs, pre-qualifications and vendor portals.

Organisation and Relationships

The Bid Coordinator will report to Future Business Director – North America, have a functional alignment to the Head of Bidding and will work closely with the Future Business Team. Their core focus will be on supporting a range of bidding activities across the business, including planning and managing bid activity, drafting and coordinating proposal responses and following supporting best practice bid governance.

Through the bid development process, the role will interface with all business functions, such as the commercial team, resource management, programmes and capabilities and business support, as required. It will include liaison with BMT senior leaders and staff within a wider business.

The Bid Coordinator will also engage with external parties contributing to a BMT bid, EOI or response, including partners, subcontractors, academia, individual experts, customers, e‑procurement portal providers and other bodies with which we engage to win business.

The role of Bid Coordinator requires a high level of flexibility as the individuals involved in the bid process will differ from bid to bid (depending on the bid requirements and scope), but also a Bid Coordinator will be expected to contribute to wider corporate tasks such as the Global Bidding Hub, ensuring compliance with the bidding processes, promoting the best work winning practice and working across the wider organisation.

Scope of the Role

Utilise and champion bidding lifecycle processes

• Champion the bidding practice as outlined in BMT’s “Work Winning Handbook” in line with the best industry practice.

Coordinate incoming tenders

• Monitor procurement portals/avenues for project opportunities and disseminate bid alerts accordingly.
• Act as a point of contact for bids and Frameworks for which they are involved, including distributing any customer updates or other relevant information to the relevant teams involved in bidding.
• Deconstruct bid briefing documents and co-ordinate early Pursue/No Pursue and Go/No Go decision making. Once agreed to proceed, develop and implement clear Bid Plans.

Plan, coordinate and program manage the entire bid process for responding to bids, EOIs and Frameworks

• Facilitate the development and completion of bids, EOIs and Framework responses by gathering technical, commercial and financial information from a wide range of sources across the business, in a structured manner.
• Coordinate inputs from a variety of stakeholders, typically involving contributions from sales, business development, marketing/graphics, finance, commercial, programmes and capabilities, including a wider supply chain of external input as required.
• Ensure compliance with corporate processes, procedures, guidance, and record approvals accordingly; this also includes ensuring that the correct technical, commercial and financial reviews are completed and documented.
• Review bid, EOI and Framework deliverables, providing a pre-submission control point to ensure quality of the final outputs and consistency in scope and language with the customer requirements.
• Close monitoring of the bid delivery process against the agreed timescales and requirements, including any changing requirements.
• Facilitate bid workshops where required, including organising meetings, providing briefings and ensuring that everyone involved in bidding understands the customer requirements and processes associated with bid planning, bid preparation and is able to make a meaningful contribution to the preparation of winning bids.
• Contribute to developing messaging, materials and bidding collateral for each bid, EOI and Framework submission based on customer requirements.

Ensure timely delivery of compliant bids and Framework submissions

• Ensure that all bid filing (electronic and hard copy) follows a consistent and clear format.
• Contribute to the Capture Planning sessions and developing winning strategies; this also includes a close working with Business Development Managers and Programme Managers.
• Conduct bid debriefs (on both successful and unsuccessful bids) and incorporate these lessons into future bids (Learning from Experience).
• Maintain records within the Management Information System (or equivalent software tool) to ensure that the bid and Framework information is current and correct.

Collate, manage and disseminate critical information which could support other bids

• Ensure that standard materials (e.g. proposal templates, exemplar bids, project evidence, customer testimonials, CVs, pen portraits, corporate information and certificates) are regularly updated and available for use by bid team members and a wider organisation.
• Proactively look for ways to continuously improve bidding practice and contribute to increasing win rate (Pwin).

Deliver on other business tasks such as bid trend and pipeline reports, monthly reporting, as required by the business needs. Carry out other duties as may reasonably be required, from time to time, to achieve the above job purpose.

Location & Flexibility

Our office is located in Houston, TX. This is a hybrid role that requires a minimum of two in‑office days per week. Please note that travel to customer sites or for meetings may also be required. This is a full‑time position.

Skills, Knowledge and Expertise

The successful applicant will thrive on being highly motivated to support work winning activities. They will have an excellent eye for detail, and will take personal pride and responsibility for all aspects within their control. The Bid Coordinator will need to match the following requirements:

• Proven track record of bid coordination (minimum 3 years of experience in bidding)
• Experience with major tenders for government and industry
• Knowledge and understanding of procurement processes and bid governance
• Demonstrate understanding of bidding and a wider work winning practice, procurement processes and quality systems
• Show initiative, creativity and flexibility in their approach to each activity, and being able to engage people from different functions in order to jointly deliver bids
• Ability to work independently and communicate effectively with stakeholders at all levels
• Takes immediate ownership of the tender process
• Customer focused
• Excellent time management skills and able to prioritise a busy schedule and workload
• Consistently looks for new and more effective ways to do things

About BMT

We exist to navigate the most important and impactful engineering challenges of our time. We create environments where people with outstanding technical knowledge deliver meaningful, practical solutions. We are driven by a commitment to a safer, more efficient, effective, and sustainable future.

Equal Opportunity Employer

BMT hires talented people and welcomes applications from everyone. BMT is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, pregnancy, genetic information, national origin, disability, protected veteran status or any other characteristic protected by law. We know that diversity, equity, and inclusion is critical to achieving our purpose as a business which is to navigate the most important and impactful engineering challenges of our time.

Benefits

At BMT, our employee benefits are designed to ensure you have the resources you need to thrive.

In addition to a competitive salary, we offer a wide range of benefits in areas including health, dental, vision, life insurance, long term disability, short term disability, health care flexible spending account, dependent care reimbursement plan, 401k, PTO, holidays, plus one floating holiday and professional development opportunities.

Salary

Salary range – $75,000 – $85,000