Job Description

Bid Coordinator

Department: Sales

Employment Type: Full Time

Location: USA Chicago

Reporting To: John Hollner

The Regional Bid Coordinator provides administrative, operational and content development support for the bid management process within the region. This role ensures that bids are prepared efficiently, documents are maintained accurately, and all deadlines are met, allowing the bid team to focus on strategy and content development.

Support regional bid teams by assisting with the identification, tracking, and coordination of new RFP and tender opportunities, helping ensure Sales and Bid Managers are aware of relevant opportunities in a timely manner.

Key Responsibilities

• Maintain bid schedules, milestones, and delivery across regional opportunities.
• Prepare and format bid documents, templates, and presentations to quality standards.
• Draft and edit proposal sections under Bid Manager guidance, ensuring clarity and message alignment.
• Manage RFP/RFI analysis, segment requirements, and coordinate task ownership across stakeholders.
• Coordinate communication between bid teams, SMEs, and external contributors.
• Maintain bid content libraries, version control, and documentation standards.
• Support secure, compliant, and on‑time bid submissions.
• Capture lessons learned and maintain post‑bid documentation.
• Monitor tender portals, log opportunities, and track key deadlines.
• Support opportunity summaries, status tracking, and approved handover into the formal bid process.

Skills, Knowledge and Expertise

Minimum Requirements:

• Proven experience in bid administration, project coordination, or office support.
• Strong organisational and time‑management capabilities, able to manage multiple deadlines.
• Proficiency with Microsoft Office, document management, and collaboration tools (e.g. Teams, SharePoint).
• Strong written communication skills, with attention to clarity, structure, and professionalism.
• High attention to detail and accuracy in document preparation and opportunity tracking.
• Ability to work effectively under pressure and meet tight deadlines.

Desirable Requirements:

• Experience supporting bids in professional services, technology, or cyber security environments.
• Familiarity with RFP/RFI processes and tender portals.
• Early experience contributing written content to bids, proposals, or client‑facing materials.
• Exposure to global or multi‑region bid coordination.
• Familiarity with CRM systems or opportunity registers for pipeline tracking.

Benefits

• Flexible working
• Financial & Investment
• 401k
• Life Assurance
• Maternity & Paternity leave
• Community & Volunteering Programmes
• Employee Referral Program
• Lifestyle & Wellness - Health Insurance contributions available
• Learning & Development