Title Variations

Depending on your industry and geography, you may not have the title Bid Co-ordinator but may have similar responsibilities to those outlined below. Common Bid Co-ordinator job title variations include Bid Administrator, Proposal Co-ordinator, Bid Operations Co-ordinator, Bid Team Assistant, Document Manager, and Pitch Assistant.

Role Overview

The Bid Co-ordinator keeps the bid team organised, informed and on schedule – managing documents, meetings, actions and deadlines across multiple parallel bids.

As automation absorbs the manual burden of formatting, version control and document assembly, the role is evolving into the operational engine of the bid team: configuring and running the workflow, portal and automation tools that keep every submission compliant, consistent and on time. The modern Bid Co-ordinator is an orchestrator of bid technology, not a manual formatter. The Bid Co-ordinator is involved in eleven Bid Lifecycle stages.

Core Responsibilities

• Maintain the bid document set: version control, naming conventions, templates, access permissions and audit trail across every live bid.
• Configure and operate bid workflow, collaboration and automation tools, acting as the team’s first line of support for the bid tech stack.
• Manage e-procurement portal requirements end to end: registration, document structure, upload constraints, clarifications tracking, dry runs and submission contingency.
• Run automated pre-submission checks – character and page limits, file sizes and formats, accessibility standards and document metadata hygiene – before final review and submission.
• Use AI tools to accelerate document assembly, formatting and consistency checking, applying human verification before any output enters the master document set.
• Coordinate kick-offs, reviews and progress meetings; capture and chase actions; keep the bid plan and trackers current for the Bid and Proposal Managers.
• Support production and delivery, including print, electronic submission and post-submission housekeeping of the bid record.

Experience

Exceptionally organised, with proven ability to support multiple deadlines and stakeholders in parallel without dropping detail.

A confident user of bid technology: proposal automation and workflow platforms, e-procurement portals, collaboration tools, and AI assistants for document assembly and checking.

Able to learn new systems quickly – and to spot when automated output needs a human eye.

Calm, service-oriented and precise under deadline pressure.

Qualifications

• Advanced Microsoft Office and document production skills; familiarity with desktop publishing an advantage.
• Familiarity with e-procurement portals and proposal automation / workflow platforms.
• BidMaster Certification or APMP Foundation is an advantage and a natural first step on the bid career ladder.

Reporting Line

Typically reports to the Bid Manager or Proposal Manager, supporting the whole bid team.

Measures of Success

• Right-first-time portal submissions, with zero avoidable rejections.
• Pre-submission check pass rates and document quality consistency.
• Deadline adherence across all supported bids.
• Bid team feedback on responsiveness and support.

Salaries

There is a wide variation of Bid Co-ordinator salaries across geography and industry. Our most recent UK Salary Survey has all the information you need.

Contract vs. Permanent

Contract Bid Co-ordinators typically earn 30% more than their permanent equivalent. However, competition for roles is high and clients demand extremely high standards of coordination. You can review our available Contract Bid Co-ordinators here.

Do you need help writing a Bid Co-ordinator job description? Our Managed Recruitment and Job Advertising Services include the creation of a bespoke job description, or critique of an existing one. Talk to one of our Senior Consultants today on 0208 1583952.