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We are seeking a Bid Co-ordinator to join our team to be based in any of our studios. Reporting to the Head of Marketing & Communications, the Bid Coordinator will play a key role in supporting the preparation and delivery of high-quality bid submissions that help secure new architectural projects across HLM’s sectors, regions and disciplines. A commitment to delivering high-quality, successful submissions is important in this role as every tender is a competition that sees your best work judged against the best bids from other architectural practices. You will be inspired by the impact your role can have on the built environment and be comfortable working within a team of senior professionals, leading the bid-process and providing productive feedback where necessary. You will be able to manage your own time, prioritising tasks and frequently working on multiple projects at any one time. We support ongoing career development and progression opportunities tailored to individual goals. As part of this, we will enrol you into the HLM Academy, register you as a member of the Association of Proposal Management Professionals (APMP), and support your professional development towards achieving APMP Foundation accreditation.
Job Responsibility
Coordinate the quality aspect of bids in collaboration with multiple sector teams
Monitor and assess bid portals, flagging relevant opportunities to decision makers
Assist in the preparation and formatting of high-quality PQQs and proposals using Adobe InDesign and other design tools
Ensure timely production of bespoke, client-focused submissions aligned with HLM’s standards and branding
Summarise tender requirements and facilitate decisions on whether to pursue opportunities with relevant teams
Draft, proof, and edit written materials for inclusion in submissions
Manage and update CVs, case studies, and organisation charts tailored to bid requirements
Liaise with internal contributors and external suppliers to gather necessary content
Assist in the preparation of presentations and minutes for bid-related meetings
Maintain and contribute to the bid library and internal database (CMAP)
Support bid delivery logistics and ensure final submissions are accurate and professionally presented
Actively pursue feedback from clients post-submission and share learnings with sector teams
Requirements
Relevant qualification, experience, or equivalent transferable skills in communications, writing, marketing, business support or a related field
Previous experience in a bid support or coordination role, ideally within a design or professional services environment
Strong proofreading and editing skills with a high attention to detail
Experience using Adobe InDesign or similar document design software, or a willingness to develop these skills
Excellent organisation, time management, and multitasking abilities
Effective verbal and written communication skills
Ability to work both independently and collaboratively within a team
Able to manage competing priorities and deadlines while maintaining quality and accuracy
Positive, proactive approach with a passion for winning work and improving the built environment
What we offer
Employee Owned Trust
Blended work model with flexible approach to studio and remote working
HLM Academy
Registration as a member of the Association of Proposal Management Professionals (APMP)