Job Description

Job Title Bid Administrator

Job Reference TRL0106
Department Sales Support
Function Sales & Marketing
Title of Supervisor Director of Sales Support
Direct Reports None

Primary Purpose of this Position

To facilitate the efficient administration of bids, bid reviews and associated bid
documentation.

Secondary Purpose of this Position

Main Duties of this Position

 Assist with production of final bid documents and arrangements to supply
these documents to the customer within defined tender deadlines
 Ensure bid and proposal WORD documentation is formatted, collated and
presented in a professional manner.
 To organise Bid Team Reviews, L-3 Gate Reviews and Bid Submission
Reviews ensuring that respective agendas, attendance lists and action-
trackers are up to date.
 Maintain status of generic proposals and work with Bid Manager to
ensure they are reviewed, revised and reapproved as necessary.
 Data entry onto Sage Line 500 of quotation information.
 Maintenance and reporting of Quotation Module data contained in Sage
Line 500.
 Liaise with the company’s Security Controller to ensure safe keeping of
classified documents, adhering to MoD procedures and regulations.
 Monitor bid/quotation throughout the process, providing weekly
status/exception reports as required.
 Undertake other administrative tasks as required.
 Provide cover for Sales Co-ordinator duties as required.

Knowledge, Skills & Experience:

Essential:
 Computer literate and proficient in the use of MS software particularly Word,
Excel, Outlook, PowerPoint and Visio
 RSA stage II or III typing or word-processing or equivalent
 Previous experience of providing administrative support, ideally in a sales and
marketing or commercial environment
 Excellent telephone manner
 Adaptable and flexible
 Attention to detail
 Strong communication skills both written and oral
 Team orientated
Highly Desirable:
 Previous experience with Sage Line 500
 Current MOD Clearance

Special Features of this position:

As bids are often issued to tight timelines there will frequently be proposal
preparation activities carrying into the late evening prior to the deadline. This bid
administrator role will be supporting this activity and the flexibility to be able to
work late outside of core working hours is a key requirement for this role.

Behaviours:

 Good influencing skills

 A complete finisher
 Self starter able to work on own initiative
 Respect for others
 Encourages and fosters teamwork
 Structured
 Flexible and adaptable
 Gently assertive

Signatures:

Immediate Supervisor:
Date:

HR Manager:
Date:

Post Holder's Signature:

Date: