Job Description

We are a UK & Ireland practice with strong connections across all of our studios in London, Sheffield, Cardiff, Glasgow, Belfast, Plymouth, Birmingham, and Dublin. We work collaboratively as one team structured by sector, sharing resources, knowledge and skills. Ranked as one of the top 25 largest practices in the UK this year, other recent accolades include:   

• AJ100 List of UK’s Top Architectural Practices 2025  

• Best Companies Top 10 Best Mid-Sized Companies to work for 2025  

• Shortlisted, AJ100 Awards – Employer of the Year 2025  

• Shortlisted, Architect of Year Awards – Social Value Architect of the Year 2025  

• Shortlisted, Architect of Year Awards – Employer of the Year 2025  

• Highly Commended, MMC Awards – Architectural Practice of the Year 2025

The Role

We are seeking a Bid Co-ordinator to join our team to be based in any of our studios.

Reporting to the Head of Marketing & Communications, the Bid Coordinator will play a key role in supporting the preparation and delivery of high-quality bid submissions that help secure new architectural projects across HLM’s sectors, regions and disciplines.

A commitment to delivering high-quality, successful submissions is important in this role as every tender is a competition that sees your best work judged against the best bids from other architectural practices. You will be inspired by the impact your role can have on the built environment and be comfortable working within a team of senior professionals, leading the bid-process and providing productive feedback where necessary. You will be able to manage your own time, prioritising tasks and frequently working on multiple projects at any one time.

We support ongoing career development and progression opportunities tailored to individual goals. As part of this, we will enrol you into the HLM Academy, register you as a member of the Association of Proposal Management Professionals (APMP), and support your professional development towards achieving APMP Foundation accreditation.

Responsibilities

• Coordinate the quality aspect of bids in collaboration with multiple sector teams.

• Monitor and assess bid portals, flagging relevant opportunities to decision makers.

• Assist in the preparation and formatting of high-quality PQQs and proposals using Adobe InDesign and other design tools.

• Ensure timely production of bespoke, client-focused submissions aligned with HLM’s standards and branding.

• Summarise tender requirements and facilitate decisions on whether to pursue opportunities with relevant teams.

• Draft, proof, and edit written materials for inclusion in submissions.

• Manage and update CVs, case studies, and organisation charts tailored to bid requirements.

• Liaise with internal contributors and external suppliers to gather necessary content.

• Assist in the preparation of presentations and minutes for bid-related meetings.

• Maintain and contribute to the bid library and internal database (CMAP)

• Support bid delivery logistics and ensure final submissions are accurate and professionally presented.

• Actively pursue feedback from clients post-submission and share learnings with sector teams

Desirable Skills and Experience

• Relevant qualification, experience, or equivalent transferable skills in communications, writing, marketing, business support or a related field.

• Previous experience in a bid support or coordination role, ideally within a design or professional services environment.

• Strong proofreading and editing skills with a high attention to detail.

• Experience using Adobe InDesign or similar document design software, or a willingness to develop these skills.

• Excellent organisation, time management, and multitasking abilities.

• Effective verbal and written communication skills.

• Ability to work both independently and collaboratively within a team.

• Able to manage competing priorities and deadlines while maintaining quality and accuracy.

• Positive, proactive approach with a passion for winning work and improving the built environment.

Priorities

The responsibilities is a full list of all the tasks that you will, at some point, become involved in. It is unlikely that all activities will happen simultaneously; therefore prioritisation will be essential. Suggested priorities should be:

• Support the Senior Bid Coordinators in the coordination of bids

• Produce work-winning submissions aligned with HLM’s brand guidelines

• Monitor bid portals, flagging relevant opportunities to decision makers.

• Manage and update CVs and case studies ensuring the Bid Hub is kept up to date

• Actively pursue feedback post-submission and share learnings with sector teams.

We offer a blended work model with a flexible approach to studio and remote working, along with a friendly studio environment, an award-winning lifestyle package, and a commitment to your personal development through the HLM Academy.  We are also an Employee Owned Trust, which means our employees  have  a sense of ownership, a say in our direction and are rewarded for the part they play in our future success.

Diversity, inclusion and belonging (DIB) is at the core of our business. We advocate equal opportunities, creating an inclusive working environment for all. If you have a disability and would prefer to apply in a different mode please contact our HR team for assistance.

We welcome applications from candidates of all backgrounds and experiences. If you do not meet every requirement but believe your skills and experience would enable you to succeed in the role, we encourage you to apply.

Those shortlisted will be contacted.

HLM Architects is an Equal Opportunities Employer.