Bid Coordinator

BMT•Ottawa, ON

8d•$77,000 - $96,000•Hybrid

About The Position

The Bid Coordinator supports the Future Business, Programme, and Capability teams in delivering the end-to-end bid process. This includes coordinating bid activities, developing bid plans and strategies, and supporting the submission of tenders, Expressions of Interest (EOIs), pre-qualifications, and vendor portal responses. Reporting to the Future Business Director – North America, with a functional alignment to the Head of Bidding, the Bid Coordinator works closely with the Future Business Team to support business development and work-winning activities. Key responsibilities include planning and coordinating bid activities, drafting and managing proposal responses, and ensuring compliance with bid governance processes and best practices. The role collaborates with stakeholders across the business, including commercial, programme, capability, resource management, and business support teams, as well as senior leaders and subject matter experts. Externally, the Bid Coordinator engages with customers, partners, subcontractors, academic institutions, consultants, and e-procurement providers involved in bid submissions. Given the varied nature of bid teams and opportunities, the role requires flexibility and strong stakeholder management skills. The Bid Coordinator also contributes to broader corporate initiatives, including supporting the Global Bidding Hub, promoting best practices, and driving continuous improvement in bidding processes across the organization.

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

Utilize 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, 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.
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.