Proposals Co-Ordinator / Tender Co-ordinator

Our client a well known and estblished Oil & Gas organisation are currently looking to hire a Proposals Co-Ordinator (Tender Co-Ordinator) to support their wider Tenders team.

Job Title: Proposals Co-Ordinator (Tenders Co-Ordinator / Bid Co-Ordinator)
Location: Leatherhead, Surrey
Duration: 3 to 6 Months
Day Rate: Competitive - Outside IR35
Hybrid Working - 3 Days Onsite / 2 Days from Home

Job description: 

As an experienced Proposals Coordinator you will support the growth of our Civil Nuclear business unit. The Proposals Coordinator reports to the Proposal Manager (Nuclear) and forms part of the pursuit team that works closely with sales (business development) and operations (project manager) in ensuring we offer creative, client-focused and winning proposals..



Roles & Responsibilities:

• Support the proposal team throughout the bid lifecycle, from receipt of the Invitation to Tender (ITT) through to final submission.
• Coordinate the preparation, review and submission of bids, PQQs, SQs, framework responses and capability statements for UK nuclear and government opportunities.
• Prepare proposal templates and formatting to ensure compliance with client requirements and corporate branding.
• Manage document production activities including formatting, proofreading, version control and quality assurance of proposal documents.
• Track reviewer comments and coordinate the incorporation of feedback during proposal development
• Prepare and maintain bid documentation in accordance with corporate branding, client requirements and nuclear-sector quality standards.
• Maintain proposal schedules, action trackers, tender clarification logs and submission plans to ensure deadlines are achieved
• Arrange and support proposal kick-off meetings, reviews, workshops, and lessons learned sessions
• Support registrations and submissions through client procurement and e-sourcing portals, including Ariba, Jaggaer, Achilles, GCA and other nuclear-industry and government procurement systems.
• Assist with bid compliance reviews to ensure responses fully address tender requirements, evaluation criteria and mandatory submission requirements.
• Coordinate inputs from technical, commercial, legal, quality, HSE and supply chain stakeholders from inside the organisation and partners / 3rd parties..
• Maintain and develop the proposal knowledge library, including nuclear project references, case studies, CVs, organisational charts and standard company information.
• Support lessons learned activities and continuous improvement initiatives across the proposals function.
• Assist with opportunity tracking, pipeline reporting, and bid governance activities
• Ensure all bid activities are undertaken with a strong focus on quality, governance, security and confidentiality.

Experience and Competencies:

Nuclear and Government Bids Relevant:

• Familiarity with nuclear industry and government procurement processes, terminology, and bid requirement framework, particularly in UK.
• Understanding of nuclear cybersecurity culture principles and the importance of quality, traceability and compliance.
• Experience of working with partners and 3 rd parties in a regulated engineering, energy, defence or infrastructure environment.

General:

• Effectively prioritises workload and manages multiple competing deadlines.
• Maintains attention to detail while working in a fast-paced environment.
• Demonstrates strong time management and coordination skills.
• Builds productive working relationships across multi-disciplinary teams.
• Communicates clearly and professionally with stakeholders at all levels.
• Confidently coordinates meetings, workshops, and review activities.
• Maintains high standards of accuracy and document quality.
• Follows established processes and governance requirements.
• Ensures proposal submissions meet client instructions and compliance requirements.
• Proactively identifies issues and works collaboratively to resolve them.
• Demonstrates a positive, flexible, and solutions-focused approach.
• Willingly takes ownership of tasks and follows them through to completion.
• Proficient in Microsoft Office 365 applications.
• Experience using SharePoint and document collaboration tools.
• Comfortable working with databases, trackers, and reporting tools.

Requirements:

• At least 3 to 5 years experience in bid management, preferably in the nuclear and government sector
• Minimum requirement of three days in the office with flexibility to do extended hours to meet bid submission deadlines.
• Advanced Microsoft Word skills, strong written English and attention to detail are essential for this role.