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Role Summary
This is a key role currently being actively recruited. The Bid Coordinator supports the work-winning function by coordinating tender opportunities, maintaining bid documentation and ensuring submission activities are completed efficiently and compliantly. This role provides administrative, organisational and document management support throughout the bid lifecycle.
Key Responsibilities
Opportunity Management
- Monitor tender portals and distribute opportunities to the bid team.
- Download and organise tender documentation.
- Maintain opportunity trackers, bid calendars and submission schedules.
- Support the preparation of opportunity summaries and Bid/No Bid reviews.
- Update internal opportunity management systems and records.
Bid Coordination
- Support with the coordination of PQQs, SQs, EOIs and tender submissions.
- Set up bid folders, document structures and file systems.
- Arrange meetings, workshops, site visits and review sessions.
- Track actions, deadlines, clarifications and submission requirements.
- Assist with the compilation and formatting of submission documents.
Document Control & Compliance
- Maintain document control, and version management.
- Ensure bid documentation is correctly filed and stored.
- Support compliance checks against client requirements and submission instructions.
- Upload submissions to procurement portals and maintain submission records.
- Archive completed opportunities in accordance with company procedures.
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Knowledge Management
- Maintain the bid library, including case studies, CVs, project information, policies and standard responses.
- Assist with updating and developing bid templates.
- Capture lessons learned and client feedback from completed submissions.
- Support continuous improvement of bid processes and systems.
Administrative Support
- Manage the bids mailbox and coordinate communications.
- Maintain team trackers, action logs and reporting information.
- Support post-submission activities including archiving and feedback capture.
- Liaise with Marketing regarding project updates, win announcements and case studies.
- Provide general administrative support and wider work-winning team.
- Maintains databases of completed project information, CVs for personnel and previously produced tender/PQ response narratives.
Essential Criteria
- Bid writing/bid writing management experience
- Able to manage work within fixed deadlines
- Good writing skills and attention to detail.
- Positive attitude to workload and learning
- Willing to work in a collaborative manner with team members within the proposals team, tendering team and the wider company
- Be a team player, willing to work with a variety of subject matter specialists to create excellent tenders
- Have excellent communication skills to manage the proposals team and develop good relationships in the wider tendering team and company
- Be self-driven and demonstrate a willingness to work on your own initiative, develop improvements and keep up to date with industry knowledge
- Understanding of the construction process through relevant construction experience
- Strong attention to detail
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Desirable Criteria
- Based locally to Ransom Wood office for a predominately office-based role
- Driving license and own car
About us
Coffey is a water infrastructure and civil engineering specialist operating in every major construction sector throughout Ireland and the UK. Passionate about quality and efficiency, this passion drives our belief in delivering projects with the best workforce. The hallmarks of our work are innovative solutions, engineering ingenuity, professional construction management and the highest level of safety and quality. We pride ourselves in nurturing an environment that empowers critical thinking, creative problem-solving, customer focus, efficiency and flexibility.
Coffey values are at the heart of everything we do – Do the right thing, Do it better, Do it together.
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