Bid Co-ordinator

BMT•Houston, TX

1d•$75,000 - $85,000•Hybrid

About The Position

The Bid Co-ordinator 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. The Bid Co-ordinator 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 Co-ordinator 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 Co-ordinator 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 Co-ordinator 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.

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

Responsibilities

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, co-ordinate and program manage the entire bid process for responding to bids, EOIs and Frameworks, liaising with the required individuals and other stakeholders to resource bid responses.
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.
Co-ordinate 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.