Bid Coordinator

Ultima; Wes-Kaap; On-site; ZAR 614,000 - 877,000; Full time

Job summary

Trustmarque Ultima is seeking a proactive Bid Coordinator to support its growing tenders function within the Sales division. You will assist with scoping, qualification and management of IT fulfilment, professional services and managed service bids, coordinating responses with bid managers, SMEs and sales teams to meet deadlines.

Working with the wider virtual teams and clients’ requirements, you will collect information, manage portal submissions, and help develop win themes that showcase our

Qualifications

• Strong organizational skills to manage multiple bids and deadlines.
• Excellent time management and ability to own bids from definition to submission.
• Comfortable presenting to senior staff and collaborating with sales teams.
• Attention to detail and methodical quality assurance.
• Advanced user of Microsoft Word, Excel and PowerPoint.

Responsibilities

• Initial assessment, allocation and collation of information for framework and tender responses.
• Portal management, collecting tender documents and managing submissions.
• Coordinate responses, assign duties to bid managers and SMEs.
• Monitor progress and ensure timely submissions by deadlines.
• Assist in qualification for opportunity suitability and deal profiling for strategic opportunities.
• Develop understanding of client goals and articulate win themes in responses.
• Complete SQs and assist SMEs with technical, compliance, governance and regulatory info.
• Attend customer/framework authority meetings and workshops as required.
• Update knowledge bases with new collateral for future presales engagements.
• Undertake non-technical compliance reviews to ensure standardised, accurate proposals.

Job description

Trustmarque Ultima is the result of the merger between Trustmarque and Ultima, bringing together two leading technology businesses with a shared commitment to customer success, innovation, and excellence. Our combined organisation offers enhanced capabilities, broader career opportunities, and an exciting environment where talented people can thrive and help shape the future of technology services in the UK

KEY ACCOUNTABILITIES / ROLE PURPOSE

• The purpose of the role is to support Ultima’s significant investment in growing a successful and reliable tenders function.
• One of the key principles of this role will be supporting the bid process. This involves organising a tender through to completion, in line with a bid manager.
• Working within the Sales division as a Bid Coordinator. Assisting with the scoping, qualification and management of IT fulfilment, professional services and managed service bids and proposals.
• Accountable for a range of activities, from qualifying opportunities to the allocation of responsibilities for market engagements, PQQs, further competitions and ITTs.

MAIN DUTIES AND RESPONSIBILITES

• Initial assessment, allocation, and collation of information required for Framework and tender responses. This will involve organisation of information from across the entire business, meeting key milestones throughout the period prior to deadline.
• Portal management, collecting tender documents and managing the submissions of tender responses the teams have worked on.
• Coordinate responses, allocating duties to bid managers, subject matter experts, and sales teams.
• Monitor the progress of a response during the bidding process to ensure successful submissions by the deadlines.
• Assist in the formal qualification process in order to assess opportunity suitability, before making a recommendation alongside potential resource requirements/costs. For strategic opportunities, carry out additional deal profiling prior to “Key Deal Meetings”.
• In conjunction with the wider virtual teams and the bid manager, help develop an understanding of the client’s business goals, outcomes and drivers, identifying ‘win themes’ and ensuring they are articulated within our responses.
• Responsible for completing SQs and helping subject matter experts to develop technical, compliance, governance, and regulatory information to accompany ITTs.
• Attend Customer/Framework Authority meetings and workshops (both remote and at client site) as required, in order to qualify, scope, progress and formally present the proposal or bid to the Customer, alongside our subject matter experts, bid managers, and sales teams.
• Where new collateral is generated, ensure existing knowledge bases are updated, so that the information is made available to support subsequent presales engagements.
• Where required, undertake non-technical compliance reviews, ensuring that consultant-led proposals meet the customer’s requirement, are standardised in accordance with our guidelines and templates, are commercially accurate, and represent the company’s experience and capabilities in the best way possible in order to secure the opportunity.

ESSENTIAL KNOWLEDGE, SKILLS & EXPERIENCE

• Organisation skills are core to managing the dependence on key resource from across the business.
• Time management to have the ability to own bids from initial definition through to submission and subsequent closure with minimal supervision.
• Comfortable customer-facing skills, with the ability to present a bid to senior staff, alongside the Ultima development/virtual teams.
• An eye for detail, and a thorough and methodical approach to quality assurance and the development of own work.
• Advanced user of the Microsoft Office suite of products (specifically Word, Excel and PowerPoint).

DESIRED KNOWLEDGE, SKILLS & EXPERIENCE

• Ideally previous experience working for an IT Reseller, Solutions Provider or similar services organisation in the IT industry, although this can be achieved on the job.
• Certification to APMP’s Bid and Proposal Management foundation would be a plus, but certification to this can be supported by Ultima.
• Awareness of structured Project and Service Delivery methodologies such as PRINCE2 and ITILv3 would be advantageous.
• Skills in Adobe Creative Cloud would be beneficial, but not mandatory - particularly InDesign, Photoshop and Illustrator

KEY COMPETENCIES REQUIRE FOR ROLE

• Ownership - Following existing processes, maintain a logical, structured and analytical approach to the completion of bids and proposals, undertaking all facets of presales development, often working under strict deadlines and while being commercially aware at all times.
• Portfolio Management - Maintain excellent time management skills with the flexibility and ability to manage multiple bids at the same time, whilst maintaining a clear focus on their immediate and individual requirements.
• Communications - Excellent communication skills and be able to establish a strong working relationship with both the Sales and Services teams, as well as Customers, giving a professional impression at all times.
• Work Ethic - Develop good team-working skills with the ability to work independently as and when required. Maintain a high level of self-organisation, motivation and independence.

Joining Trustmarque Ultima means becoming part of a business where people genuinely make the difference. We're passionate about developing our people, celebrating success and creating an environment where everyone can thrive.

Our values underpin everything we do:

Team – We collaborate, support one another and achieve more together.

Excellence – We strive to deliver exceptional outcomes for our customers and each other.

Empowerment – We trust our people, encourage innovation and provide opportunities to grow.

Alongside a competitive salary and benefits package, you\'ll have the opportunity to work with some of the UK\'s most talented technology professionals while building a rewarding career in one of the country\'s leading technology solutions providers.