Bid Administrator (Belfast)

Head Office, 60 Boucher Place, Belfast, BT12 6HT.

Summary of role

Reporting to the Bid Manager, the post holder will support the preparation and submission of complete, comprehensive and competitive bids. As part of the Bids team, you will assist in the development of bid templates and documentation, while identifying opportunities to enhance the overall quality, consistency and efficiency of the bid process.

• Assist in the development, delivery and coordination of incoming bid requests.
• Establish from the initial documentation as to the commercial validity of the opportunity to the Company.
• Ensure the highest standards of quality are maintained in the tender / bid application.
• Support and drive the bid process, ensuring the most appropriate and relevant solutions are developed for each opportunity through effective coordination with internal and external stakeholders.
• Establish, maintain and update a set of standardised answers and templated are stored for future bids.
• Bid design and production including marketing materials and web development / information management.
• Completion of pre-qualification questionnaires, obtaining information from other departments as and when required.
• Working closely with the estimating department in compilation of pricing documentation ensuring accuracy and efficiency.
• Participate in tender selection review meetings.
• Lead or assist, when necessary, with tender applications / interviews.
• Liaise with client / clients' representatives in preparation of the bid / tender application.
• Establish and maintain good relations with Clients / Design Teams, sub-contractors, suppliers and their representatives as well as any other stakeholders and ensure that opportunities for future work are followed through.
• Maintain quality and environmental control procedures in accordance with ISO 9001and ISO 14001.
• Maintain comprehensive and accurate records of own activity related to projects on Gateway to ensure traceability.
• Fulfil Company CPD requirements and undertake all relevant training and development activities as and when required.
• Contribute to the Company's Corporate Social Responsibility and ESG initiatives.

The above list is not exhaustive, and the post holder may be required to take on other duties and responsibilities for the effective and efficient performance of this role as requested by Bid Management.

Person specification

Required Experience:

• This position is ideal for a graduate or an early-career professional with 1-2 years' experience in administration or project support, looking to progress within a bid management environment.
• Experience of managing multiple tasks and deadlines within a fast-paced environment.
• Experience working collaboratively.
• Previous experience supporting bid, tender, proposal or pre-construction processes, or equivalent.
• Experience within the construction, engineering, professional services or similar industry.
• Experience using bid management systems or document collaboration platforms.
• Previous experience within an administration, coordination or support-based role.

Required Education:

• A minimum of a 2:1 bachelor's degree (or equivalent) in a discipline such as Business, Marketing, Construction Management, Project Management, Law or a related field.
• GCSE Maths and English at grade C or above (or equivalent).

Required Skills & Abilities:

• Strong analytical skills.
• Strong attention to detail, with a high level of accuracy and consistency in work output.
• Strong document formatting and proofreading skills.
• Excellent organisational skills.
• Excellent written and oral communication skills.
• Good working knowledge of Microsoft Office packages.
• Ability to work effectively as part of a team and independently.
• Ability to manage multiple deadlines and priorities.
• Ability to work well under pressure.
• Ability to follow structured processes accurately.
• Ability to create and maintain good working relationships.

Other:

• Eligibility to live and work within the UK and ROI.
• Driving Licence.

Values and Behaviours

Successful performance at Gilbert-Ash isn't just about delivery but demonstrating the Values and Behaviours that reflect our Gilbert-Ash culture on a daily basis are equally important, i.e. how we do things around here. To that end, the following Values and Behaviours are always expected.

Integrous: Acts with honesty, integrity and ethically. Is accountable for own actions, taking steps to correct mistakes and/or shortcomings. Is a good role model and leads by example. Maintains personal and corporate confidentiality. Does not waste Company resources and seeks ways to positively contribute to the Company's ESG commitments.

Respectful: Is always courteous, polite and professional. Respects and follows Company policies, procedures and processes. Expresses gratitude and recognises contributions of others. Shows consideration to the ideas of others and acknowledges their contribution.

Collaborative: Contributes positively to creating and maintaining a high achieving department / team. Demonstrates a high level of collaborative working within own team and across the organisation. Is friendly, approachable, and builds trusting partnerships. Is a team player who supports colleagues to enable them to thrive and achieve. Supports and celebrates the successes of others.

Fair Minded: Is inclusive, values and respects workplace diversity. Challenges behaviours that contradict the company values and mission. Contributes to respectful, open communication.

Reliable: Is consistent, committed, prepared and organised. Pays adequate attention to detail. Produces work of high quality with thoroughness and accuracy to achieve results. Is always on time and meets deadlines.

Determined: Is results driven and goes the extra mile. Seeks solutions for obstacles and problems. Embraces stretch goals and objectives. Isn't easily deterred from the right line of action.

Innovative: Is curious and always open to new ideas for improvement. Is a champion of change. Seeks ways to self-improve to benefit self and business. Is willing to learn new work-related skills.

Gilbert-Ash Ltd. is an equal opportunities employer and therefore is committed to promoting diversity and equality of opportunity and does not discriminate, whether on grounds of race, gender, sexual orientation, gender reassignment, disability, age, religion or belief, community background or passport held. These principles underpin our professional behaviour and are embedded in our policies, procedures, day-to-day practices, and external relationships. We therefore welcome and encourage job applications from a fully diverse range of candidates.

Privacy:

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