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Bid Floor Coordinator Job Description
Job Summary-Bid Floor Coordinator Job Description
* Build a positive relationship with visiting bid teams.
* Encourage floor issues to be forwarded to you for resolution-keep Proposals Manager aware of all issues.
* Ensure the floor runs smoothly for all users by:-building a positive relationship with Facilities and other support functions - anticipating and resolving problems.
* Manage the Bid Archive Library system and ensure continuous improvement and communication amongst all users.
* Audit use of the Library and the system - report on a monthly basis to the Proposals Manager.
* Manage the use of bid meeting rooms and ensure all eligible users are fully aware of all the facilities available and their obligations in using them.
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To be the bid floor ambassador, creating a welcoming and smooth-running environment for all visiting bid teams. To support the Proposals Manager and wider CBU in its drive to produce and deliver high quality submission documents in a fast moving environment.
Main responsibilities-Bid Floor Coordinator Job Description
Bid Floor Coordinator Job Description
* Understand the technology including projector set-up and v-conferencing facilities.
* Develop `Floor Inductions Briefings` supported by induction packs. Brief new bid teams when they arrive on the floor`create a system where new information is captured and included in the packs.
* Liaise with Proposals Manager to capture floor plan needs against forthcoming bid traffic.
* Bid bay allocation. Label/re-issue bid bays accordingly with relevant bid name.
* Update the "Visiting Bids" board Turn around bid areas quickly once bid teams have finished.
* Liaise with Proposals Manager for correct bid details and dates. Raise, seek approval and obtain the release of all purchase orders for the CBU using SAP. [cont right]
* Order, organise storage and distribute standard stationery items for the CBU.
* Develop a system to order, distribute and control stationery to meet visiting bid teams` needs and return
stationery to stock when bid teams leave the floor. CBU Bid stock levels;order, store, control and raise purchase orders for all bid folders, paper supplies, coated card, CDs, DVDs etc.
Bid Floor Coordinator Job Description
* Understand the technology including projector set-up and v-conferencing facilities.
* Develop `Floor Inductions Briefings` supported by induction packs. Brief new bid teams when they arrive on the floor`create a system where new information is captured and included in the packs.
* Liaise with Proposals Manager to capture floor plan needs against forthcoming bid traffic.
* Bid bay allocation. Label/re-issue bid bays accordingly with relevant bid name.
* Update the "Visiting Bids" board Turn around bid areas quickly once bid teams have finished.
* Liaise with Proposals Manager for correct bid details and dates. Raise, seek approval and obtain the release of all purchase orders for the CBU using SAP. [cont right]
* Manage stock levels against bid traffic ensuring forecast of bid activity is taken into account. Produce monthly forecasts for the Proposals Manager Ensure that all bid equipment (in the Bid publishing room) is safe and working, to include printers, inders, shredder, guillotine etc. Keep area a safe working environment and well stocked (including printer cartridges, comb binders and other Bid publishing room materials), in accordance with bid traffic.
* Set up CBU team meetings including booking rooms, sending invites to team, managing agenda, taking minutes and managing progress of actions each week.
* When required, support the Proposals Co-ordinators on all admin duties wherever possible, to include scanning, photocopying, creating A5 copies, booking training courses, creating POs, ordering new equipment.
* When required, support the Proposals Manager with bid submissions.
* Be pro-actively involved in the development and continuous improvement of all CBU bid processes Keep the CBU notice boards up to date with current and applicable information Support the logistics of the CBU bid floor (monthly) briefings- organise catering and equipment and manage guest list and event from start to finish.
Knowledge, Skills and Abilities-Bid Floor Coordinator Job Description
* A good communicator, who is focused on delivering a high standard of customer service.
* Knowledge of the bidding environment.
* Hands-on problem solver.
* Good understanding of printers and machinary used for bid production. · Good understanding of all MS office packages.
* A very organised and methodical thinker.
* A strong commitment to accuracy, quality and the achievement of deadlines.
* Calm under pressure with the flexibility to handle changes in order to fulfil bid deadlines.
* The ability to prioritise tasks to achieve deadlines.
* Experience of document production to a high standard in a fast moving environment working with others towards common deadlines.
* Must be a Team player and an active communicator.
* Previous office management experience in a fast paced, pressurised environment would be advantageous
* Ability to juggle multiple tasks and stay calm under pressure is essential.
Bid Floor Coordinator Job Description
Bid Floor Coordinator Job Description
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