Bid Coordinator

About The Role

Role Summary: This is a key role currently being actively recruited. The Bid Coordinator will provide strategic proposals coordination and mirror the structure in Tender Ireland and will cover across all stages of the tender cycle ensuring all stakeholders and deliverables are met. This role includes the needs of PQ's, common Coffey tender Bid Library and management of bid writing needs of the department.

Key Responsibilities:

• Organises and coordinates the tender strategy meeting, following the decision to proceed with a bid. (meeting agenda tbc from the strategy flow chart and recorded via the tender settlement document.) Arrange a launch meeting for the tender/PQ where there are a significant number of key contributors
• Produces a timeline/last planner for bid production, which is coordinated with the tender administrator.
• Is assigned the role of SubmissionManager for large or complex tenders and where there are significant non-pricing deliverables.

• Assesses the full list of tender or PQ submission deliverables and lists these on the 'Tender Deliverables Spreadsheet' (see Tender Deliverables Spreadsheet (CF-QA-157 . The sheet lists the specific client requirements of the submission and identifies the personnel who are to provide support for both pricing and quality elements, and sets out timescales for that input

• Ensures that personnel supporting a tender or PQ have sufficient understanding of the tender to be able to contribute effectively
• Liaises with the Design Manager and Design Coordinator to establish how any design inputs will be delivered
• Liaises with the relevant head of sector delivery/team to establish the key supply chain, programme and staffing inputs which will feed into the make up of the LE/Estimators bill.
• Liaises with the allocated tender programme manager/planner to ensure alignment of tender programmes and that they are set out in a P6 format where required.
• Manages and coordinates all of the tender/PQ submission inputs
• Manages the documentation within the tender/PQ folder alongside the Tender Administrator
• May coordinate the production of tender designs from internal and/or external designers, normally with input from the Lead Estimator.
• Prior to Tender Strategy meeting, Mid Bid, Settlement and Handover, verifies along with the lead estimator that all the required deliverables have been met.
• Coordinates the submission of the tender/PQ submission.
• Ensures that all (and only the) information which was submitted as part of the tender/PQ is visible in the 'Final Information Submitted' folder
• Ownership of the libraries of project descriptions, narrative topics, CVs and method statements where updated or improved information was produced as part the submission, utilising Tender Admin and other support functions within the team to populate the documentation.
• Produces complex technical responses to tenders, reviewing and incorporating information from designers
• Edits narratives produced by others to ensure that tender / PQ submissions are written and formatted well and appear 'seamless'
• Provides the Lead Estimator (for civils-led works) with a suitable method statement format for each method statement to be supplied with a tender, and edits the method statement once the LE has provided project-specific input
• Reviews / edits / checks all final tender / PQ submission documentation
• Maintains databases of completed project information, CVs for personnel and previously produced tender/PQ response narratives

About You

Essential Criteria

• A degree or equivalent in a relevant discipline
• Bid writing experience
• Good technical writing skills and written presentation skills
• Able to manage work within fixed deadlines
• Good technical writing skills and attention to detail.
• Positive attitude to workload and learning
• Willing to work in a collaborative manner with team members within the proposals team, tendering team and the wider company
• Be a team player, willing to work with a variety of subject matter specialists to create excellent tenders
• Have excellent communication skills to manage the proposals team and develop good relationships in the wider tendering team and company
• Be self driven and demonstrate a willingness to work on your own initiative, develop improvements and keep up to date with industry knowledge
• Understanding of the construction process through relevant construction experience
• Strong attention to detail

Desirable Criteria

• Bachelor's degree - Data Analytics, Computer Science, Statistics, Business, or a related field
• Based locally to Ransom Wood office for a predominately office based role
• Driving license and own car