Bid & Project Coordinator

About the Opportunity

We are seeking a highly organised person that can take on the role of both Bid & Project Coordinator to support both project delivery and bid management functions. This role requires someone who can coordinate multiple stakeholders, manage project documentation, and deliver high-quality bid submissions while ensuring deadlines are consistently met. This is a role working with a luxury architectural consultancy who is currently working with leading developers and branded companies.

Key Responsibilities

• Project Coordinator
  • Supporting Project Managers with the day-to-day coordination of projects.
  • Tracking project schedules, milestones, and deliverables.
  • Coordinating meetings and recording actions and minutes.
  • Monitoring project progress and following up on outstanding tasks.
  • Managing project documentation, reports, and correspondence.
  • Liaising with clients, consultants, contractors, and internal teams.
  • Assisting with resource planning and project administration.
  • Maintaining project management systems (e.g. Deltek Vantagepoint, Primavera P6, Microsoft Project, Smartsheet).
  • Supporting financial tracking, invoicing, and project reporting.
  • Ensuring project documentation complies with company and client requirements.
• Bid Coordinator
  • Coordinating end-to-end bid and proposal submissions.
  • Reviewing RFPs, RFQs, EOIs, and tender documents.
  • Managing bid programmes and ensuring all deadlines are met.
  • Liaising with technical, commercial, and leadership teams to gather information and content.
  • Preparing, formatting, and quality-checking submission documents.
  • Maintaining bid libraries, case studies, CVs, and company credentials.
  • Tracking opportunities through CRM and bid management systems.
  • Ensuring submissions comply with client requirements and company standards.
  • Supporting post-submission activities, including presentations and clarifications.

Candidate Requirements

Essential:

• Minimum 3 years' experience in Bid Coordination and Project Coordination within the architecture, engineering, construction, or consultancy sector.
• Strong document control and version management experience.
• Excellent written and verbal communication skills with the ability to produce professional documentation.
• Advanced proficiency in Microsoft Word, Excel, and PowerPoint.
• Proven ability to coordinate multiple stakeholders and manage competing deadlines.
• Highly organised, detail-oriented, and able to perform effectively in a deadline-driven environment.

Desirable:

• Experience using EDMS platforms such as Aconex, SharePoint, or Viewpoint.
• Knowledge of RFP and tender submission processes.
• Understanding of construction, engineering, or architectural project lifecycles.
• Experience supporting business development activities and CRM systems.
• Adobe InDesign or Creative Suite experience for proposal production.