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London, UK
Bid manager
at Gillespies

Gillespies is recruiting a bid manager to join its team in London on a fixed 12-month contract as maternity cover.

Location: London
Flexible working hours: 30 or 37.5 hours per week

Do you have a track record of crafting compelling bid submissions and leading the entire bid management process in a fast-paced environment?

Do you have a genuine passion for the built environment and aspire to contribute to a practice dedicated to addressing the pressing challenges of climate change and biodiversity loss?

We are looking for a confident, proactive and strategic bid manager to lead our end-to-end bid process. You will play a crucial role in securing new business opportunities for the practice, delivering high-quality, winning proposals that meet client requirements and align with our firm’s ethos and strategic goals.  As a key team member, reporting directly to the head of communications and marketing, you will take ownership of the entire bid process, from pinpointing new opportunities and winning work to analysing trends and reporting on success rates.

A key aspect of this role involves providing regular bi-weekly reports to the partners on bid success rates, analysing trends, and identifying areas for improvement. You will have excellent communication skills, strong analytical abilities, and a proven track record of successfully managing bids in a fast-paced environment. Proficiency in Adobe CC software, specifically InDesign, is essential.

This role involves supervising a graphics and bid assistant and providing assistance to the head of communications and marketing, as required.

Key responsibilities:

  • manage a graphics and bid assistant, providing creative direction and overseeing the production of high-quality deliverables
  • oversee the end-end bid process, including opportunity identification, bid decision-making, proposal development and submission
  • lead the creation of high-quality, compelling proposals in response to RFPs, RFIs, ITTs, EOIs and PQQs
  • manage the coordination of submission interview presentations
  • manage the practice’s tender database of opportunities
  • track and report on bid success rates, including wins, losses and reasons for outcomes
  • analyse trends and identify areas for improvement
  • coordinate bid strategy meetings and provide guidance to team members involved in the bidding process
  • act as the primary point of contact for clients and consultants during the bid process
  • conduct thorough reviews of proposals to address compliance issues and maintain a high-quality standard
  • coordinate bid feedback/lessons learnt meetings
  • ensure all bid submissions are of high quality, accurate and delivered on time
  • maintain a library of written responses, case studies, tables and graphics to support the production of bids
  • liaise with external print suppliers
  • oversee the management of OpenAsset, the practice’s image library
  • coordinate the production of CVs, brochures and project sheets
  • provide administrative and graphic support to the head of communications and marketing, where needed

Personal specification

Qualifications and essential skills:

  • bachelor’s degree in business administration, marketing, graphic design or a related field or three plus years’ experience as a bid manager or coordinator
  • experience working in a bid coordinator or bid management role, preferably in an architecture or creative design practice
  • expert knowledge of the procurement process
  • excellent project management and organisational skills, with the ability to manage multiple bids simultaneously
  • advanced knowledge of Adobe InDesign is required
  • proficiency in Microsoft Office suite, particularly Excel and PowerPoint
  • strong analytical skills
  • strong graphic skills, good eye for composition and meticulous attention to detail
  • exceptional written and verbal communication skills
  • ability to work collaboratively and independently in a fast-paced environment
  • ability to prioritise workloads based on deadlines and urgency
  • excellent interpersonal skills and ability to manage up
  • ability to work well under pressure and to demanding deadlines

Desirable skills:

  • good working knowledge of Adobe Photoshop, Illustrator and Premiere Pro
  • branding experience
  • management experience
  • graphic design skills or a qualification in graphic design
  • proposal writing
  • experience working in an architecture/landscape architecture practice
  • familiarity with digital systems such as OpenAsset (training will be provided)

What we can offer you:

  • an opportunity to work on exciting projects in the UK and internationally
  • a competitive salary with a good range of benefits
  • a ‘flexi-hours’ scheme to allow for a healthy work-life balance with varied start and finish times
  • hybrid working – allowing two days a week working from home and three days in the office
  • HSF Healthcare Assistance support and Perkbox membership
  • employee assistance programs with HSF and UNUM

The position covers a maternity leave period. The hours can be flexible depending on the right candidate, either 37.5 or 30 hours per week or condensed hours (Monday to Friday). Deadlines must remain the top priority, regardless of the chosen working arrangement.  The role will be based in our London studio. We undertake a hybrid model of working with full-time employees expected to be in the office three days per week.

Salary: £35,000 to £45,000

You will report to the head of communications and marketing and the marketing partner. This role involves managing a graphics and bid assistant.

About us

Gillespies is a diverse and free-thinking team of landscape architects, landscape planners and masterplanners united by a shared passion for delivering extraordinary environments that give people places to engage, explore and grow in harmony with the natural world.

With a legacy stretching back over 60 years, our mission remains steadfast: to enact real change in the world, confronting the urgent challenges of climate change and biodiversity loss head-on. We are committed to not only crafting but also safeguarding places that hold significance for those who inhabit them. Our overarching aim is to ensure that the benefits of nature are accessible to everyone, fostering a harmonious relationship between people and their environment while actively working towards restoring the planet’s equilibrium.

We strive to create places that shape not only the physical world around us but the personal stories of everyone who encounters them.​

Please apply by uploading your CV and covering letter via the button below.

Please respond to the following question within your covering letter:

  • please explain a particularly exciting, unusual or successful bid and your contribution to that process

Salary: £35,000 - £40,000
  • Applications have closed.