London, UK
Bid coordinator
at Gillespies
Gillespies is hiring a bid coordinator to join its team in London.
Salary: based on experience
Location: Clerkenwell, London
Job type: permanent, full-time, hybrid working
We are looking for a confident, proactive and experienced bid coordinator to join our London studio to support our end-to-end bid process. In this role you will work closely with our bids and marketing team to secure new business opportunities, 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 bid manager, you will play a crucial role in crafting compelling tenders while also providing essential graphics and marketing support to the head of communications and marketing.
The role
The bid coordinator will report to the bid manager and assist in producing high-quality bid documents, PQQs, RFPs, ITTs and EOIs for the London and Oxford studio, ensuring that responses to opportunities are well written and presented to the highest possible standard. The role will also involve supporting the head of communications and marketing in developing bid assets and practice-wide marketing collateral, such as brochures and award submissions and maintaining the company’s image and documentation systems.
Key responsibilities
To include but not be restricted to the following:
- assist in the creation of high-quality, compelling proposals in response to RFPs, RFIs, ITTs, EOIs and PQQs
- manage the coordination of submission interview presentations
- 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 high-quality standards
- coordinate bid feedback/lessons learnt meetings
- ensure all bid submissions are of high quality, accurate and are delivered on time
- help maintain a database of tender opportunities
- coordinate the production of CVs, brochures and project sheets, case studies, testimonials and written standard bid responses
- manage the practice’s image library (OpenAsset)
- provide administrative and graphic support to the head of communications and marketing when necessary
- support the bid manager in graphics-based tasks as required
Personal specification
Qualifications and essential skills:
- 18 months plus experience working as a bid assistant or coordinator, preferably in an architecture or a creative design practice
- excellent knowledge of the procurement process
- excellent project management and organisational skills, with the ability to manage multiple bids simultaneously
- excellent knowledge of Adobe InDesign is required
- proficiency in Microsoft Office Suite, particularly Excel and PowerPoint
- strong graphic skills, good eye for composition and meticulous attention to detail
- exceptional written and verbal communication skills
- the ability to work collaboratively and independently in a fast-paced environment
- the ability to prioritise workloads based on deadlines and urgency
- excellent interpersonal skills and the ability to manage up
- the ability to work well under pressure and to demanding deadlines
Desirable skills:
- good working knowledge of Adobe Photoshop, Illustrator and Premiere Pro
- graphic design skills or a qualification in graphic design
- copywriting
- experience working in an architecture/landscape architecture practice
- familiarity with digital systems such as OpenAsset (training will be provided)
You will report to the bid manager and the head of communications and marketing.
About us
Gillespies is a diverse and free-thinking team of landscape architects, landscape planners and master planners 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.
What we can offer you:
- an opportunity to work on exciting bids for projects in the UK and internationally
- a competitive salary with a range of benefits
- professional development and growth
- a ‘flexi-hours’ scheme to allow for a healthy work-life balance
- hybrid working – two days a week working from home and three days in the office
- HSF Healthcare Cashback Scheme, Assistance support and Perkbox membership
To apply
Please submit your CV and a covering letter stating your salary expectations and working status (visa information) via the ‘apply for job’ button below.
Please also respond to the following question within your covering letter:
“please explain a particularly exciting, unusual or successful bid and your contribution to that process.”
References may be required following interview.
Gillespies is an equal opportunities employer. We regret that we can only respond to successful applications.
The deadline for applications is 3 September 2024.