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Bid Co-Ordinator
Bid Coordinator – HLM Architects
A joint UK & Ireland practice with cutting-edge studios in London, Sheffield, Cardiff, Glasgow, Belfast, Plymouth, Birmingham, and Dublin.
We collaborate across sectors, resources, and disciplines as one cohesive team. Ranked among the top 25 largest practices in the UK, our recent achievements 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
About the Role
We are seeking a Bid Coordinator to join our team, based at any of our UK/Ireland studios.
Reporting: Head of Marketing & Communications
The Bid Coordinator will play a pivotal role in supporting high-quality bid submissions that help secure new architectural projects across HLM’s sectors, regions, and disciplines.
Key Responsibilities:
- Coordinate bid quality in collaboration with multiple sector teams.
- Monitor & assess bid portals, flagging relevant opportunities to decision-makers.
- Prepare and format PQQs and proposals using Adobe InDesign and related design tools.
- Ensure timely, bespoke, and client-focused submissions aligned with HLM’s standards and branding guidelines.
- Summarise tender requirements and facilitate entry decisions for sector teams.
- Draft, proofread, and edit written content for bid submissions.
- Manage and update CVs, case studies, and organisation charts for bid-relevant submissions.
- Liaise with internal contributors and external suppliers for necessary content gathering.
- Assist in bid presentation and meeting delivery (including preparation of minutes).
- Maintain and develop the bid library/database (CMAP).
- Support sample submission logistics to ensure accuracy and professionalism.
- Actively pursue client feedback post-submission and share learnings with sector teams.
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Priorities
These responsibilities reflect the full range of tasks the role may involve. Prioritisation is essential, as not all will be active simultaneously. Key areas of focus include:
- Support Senior Bid Coordinators in bid coordination.
- Produce successful, brand-compliant submissions for work-winning outcomes.
- Continuously monitor bid portals and flag opportunities to decision-makers.
- Maintain an updated Bid Library (CVs, case studies, etc.).
- Actively implement feedback loops post-submission and align insights with sector teams.
Desirable Skills & Experience
- Relevant qualification in communications, writing, marketing, business support, or a related field.
- Previously worked in bid support/coordination roles, ideally within the design or professional services sector.
- Strong proofreading/editing skills with a high attention to detail.
- Adobe InDesign or DTP experience (an ongoing willingness to develop these skills also welcomed).
- Excellent organisation, time management, and multitasking capabilities.
- Strong written/verbal communication skills.
- Ability to work independently and collaboratively.
- Fluency in prioritising deadlines without compromising quality or accuracy.
- A proactive, outcomes-driven mindset and passion for winning clients/states projects.
- A commitment to improving the built environment.
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Benefits
Work & Environment
A blended working model with flexibility in studio/remote work. Enjoy an award-winning lifestyle package, including:
- Competitive salary.
- Flexible work policy supporting a healthy work-life balance.
- Dynamic, friendly studio environments nationwide.
Professional Development & Growth
- Full access to the HLM Academy for ongoing career development.
- APMP membership and accreditation towards Foundation level.
- Customised coaching & investment in upskilling opportunities.
Ownership Culture
HLM is an Employee Owned Trust, meaning:
- Employees hold direct stake in company success.
- You are active contributors in shaping the business’s direction.
- Benefits tied to collective achievement.
Progression & Culture
Our Diversity, Inclusion & Belonging (DIB) initiatives ensure equal opportunity within an inclusive work environment. Historically underrepresented but talented candidates are particularly encouraged to apply.
HLM values:
- Individual insight over rigid requirement conformance.
- Collaborative relationships with a commitment to positive impact. We call out early opportunity is providing a structured way of behaving. DIB is ingrained in everything we do. If struggling with the online system or have scope access issues, do not delay—contact the HR team immediately for tools and additional support.
Equal Opportunities Employer – We pledge unconscious bias mitigation in hiring practices. Register for designation updates below and strictly abide by data.
Applying?
Those shortlisted will be contacted promptly.
Apply now and join a practice recognized industry-wide for both impact and integrity.
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