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About Us: Trade Cover Recruitment is a leading recruitment agency committed to excellence and innovation. We specialize in providing top-tier talent and delivering exceptional recruitment services across various sectors. We are currently looking for a dedicated and highly organized Bid Coordinator to join our team. Job Overview: The Bid Coordinator will play a crucial role in supporting our estimating operations and managing administrative aspects of the department. You will assist estimators in complying with processes, control administration, and ensure that all bids are prepared and submitted accurately and on time. Key Responsibilities: Estimating Support: * Provide pre-qualification administrative support. * Log details of all enquiries onto our tracker for weekly director reviews. * Update the team on new enquiries and status information daily. * Arrange and diarise kickoff/bid launch meetings, ensuring all relevant staff are notified and in attendance. * Record and minute kickoff bid launches, identifying actions and objectives. * Compile a list of suppliers and trades, sending out specific enquiries with relevant documentation. * Chase suppliers to ensure compliance and timely return of information. * Assist estimators in reviewing and chasing missing details/prices. * Format and prepare reports and documentation for estimators. * Ensure bids are issued complete, compliant, and on time. Bid Coordination: * Manage and compare sub-contractor enquiries and prices. * Assist in preparing bids alongside estimators and the supply chain. * Ensure successful bid handovers and post-project debriefs are conducted. Administrative Duties: * Serve as the first point of contact to answer and direct calls, order stationery, and assist with database compilation. * File and organize documents, assist with IT issues, and liaise with external consultants. * Prepare information for weekly directors' meetings. * Assist in developing and maintaining a rates library. * Process pre-qualification information of new suppliers for director checks. * Manage the filing system for contract documents, ensuring all schedules and returns are up-to-date. * Arrange and coordinate handover meeting dates, ensuring attendance by relevant personnel. * Set up new project folders (both hard copy and electronic). * Send standard communication emails to staff about project particulars when a project is won. * Receive and save fast field forms to project files (training provided). Key Competencies: * Proactive and able to work on your own initiative. * Highly organized with excellent time management skills. * Strong communication skills, both written and verbal. * Experienced in filing and organizing file structures. * IT literate and proficient in Microsoft Word and Excel. * Confident, enthusiastic, and able to work in a small team with or without supervision. * Able to enforce and work to deadlines, ensuring the team’s performance aligns with the Business Management system and processes