Bid Administrator

The Bid Administrator role drives operational efficiency across the bid lifecycle, by managing global procurement portals, internal tracking, and cross-functional SME contributions to ensure on-time completion of RFP/Tender submissions. Above all, it serves as the primary knowledgebase administrator, optimizing the central knowledgebase, aligning messaging with product updates, and maintaining strict brand and quality standards across all proposal assets.  Together with the rest of the Bid Management team, this role primarily involves internal collaboration with teams such as Product, Marketing, Legal, and Sales, with occasional direct customer or prospect engagement.

Responsibilities: 

• Support the end to end administrative process for security questionnaires, RFPs/Tenders and any procurement documentation.
• Maintain internal RFP/Tender tracking mechanisms to ensure real-time accuracy.
• Manage e-procurement portal requirements from end to end, including constraint identification and credential maintenance.  Manage, configure and refine alert monitoring to ensure high-accuracy capture of relevant global opportunities.
• Proactively monitor automated tender scraping systems to identify new and current RFP/Tender opportunities globally, executing a timely triage process to initiate the qualification cycle.
• Design and continually optimize the content repository structure, ensuring ease of access, security and data integrity.
• Systematically curate and structure the content repository to optimise searchability and auto-fill performance across proposal management platforms, ensuring automated responses draw from verified master content.
• Proactively collaborate with a cross-functional network of SMEs where knowledge reviews may be required, consolidating input and editing it into a defined style, tone of voice, ensuring that it is clearly articulated and easy to integrate into a proposal.
• Partner with Bid Management team members to coordinate and complete standardized proposal documentation, independently executing administrative submissions (e.g., standard declarations, compliance forms) and liaising with cross-functional teams to gather required supporting documentation.
• Schedule and lead review cycles of the content repository to ensure all baseline text remains accurate and secure, and identify outdated or missing content.   Refine new responses from completed bids to add back into the system.  Perform manual updates, archiving, and tagging of master response sets.
• Partner with internal stakeholders to maintain available standardized master document sets, including up-to-date templates and pre-written technical responses.
• Assist with QA reviews on ongoing RFPs/Tenders to ensure compliance, accuracy, tone and consistency across submissions.
• Utilizing the feedback from win/loss reviews to refine and improve response templates for future opportunities.
• Actively participate in professional development opportunities and Bid Management best-practice sessions to continually sharpen skills.