We are looking for a highly organised, proactive and detail-focused Bid & Mobilisation Coordinator / Administrator to join our Commercial Operations team. This is a newly created development role, offering a great opportunity to build experience across bid management, tender coordination, commercial operations and the mobilisation of new customer contracts.
You will play an important role in keeping bids and mobilisation projects running smoothly. From coordinating tender information and maintaining trackers to gathering evidence of service improvements and supporting the creation of compelling bid content, you will work closely with colleagues across Commercial, Operations, Sales, Marketing, Logistics and Support Services.
This role would suit someone who enjoys managing multiple priorities, working with a wide range of stakeholders and taking ownership of the detail that helps projects succeed.
What you'll be doing
Support the coordination of tender opportunities, bid submissions and contract mobilisation activity.
Manage the shared bid inbox, coordinate responses to tender queries and maintain tender portal updates.
Organise bid and mobilisation meetings, circulate agendas, take notes and maintain action logs.
Maintain mobilisation plans, trackers, project documentation and weekly progress reports.
Follow up with internal stakeholders to ensure actions, information and approvals are completed on time.
Identify and escalate risks, delays or dependencies that could affect bid submissions or contract mobilisation.
Coordinate the collection and validation of pricing information, ensuring high-quality and accurate data is maintained.
Create and coordinate orders through the Coupa system.
Support accurate use of Salesforce, ensuring relevant stakeholders provide complete and up-to-date information.
Complete administrative bid documentation, including supplier questionnaires, Duty of Care packs and supporting compliance information.
Work with the Bid Writer to maintain and improve the bid content library and standard tender responses.
Gather new content, evidence, case studies, testimonials, innovation examples and operational success stories from across the business.
Help develop bespoke written content and supporting narratives that demonstrate our capability, quality and innovation.
Work with Marketing and operational teams to develop a regular pipeline of customer case studies.
Maintain evidence repositories, lessons-learned registers and records of best practice to support future bids and mobilisations.
Build strong working relationships with subject matter experts and ensure information is received clearly and on time.
Identify opportunities to improve bid, mobilisation and commercial administration processes.
Candidate Profile
Strong written and verbal communication skills.
Excellent organisation, coordination and administrative capability.
High attention to detail and a methodical approach to managing information.
Ability to manage multiple tasks, deadlines and competing priorities.
Strong stakeholder-management skills and confidence engaging with colleagues at all levels.
Good research and information-gathering skills.
Proficiency in Microsoft Office, including Word, Excel, PowerPoint, Outlook and Teams.
A collaborative, positive and solutions-focused approach.
Curiosity, initiative and a genuine interest in learning about commercial operations and bid management.
Previous experience in bid support, tender administration, project coordination or mobilisation.
Experience producing business documents, reports, presentations, case studies or written content.
Experience using systems such as Salesforce, Coupa or tender portals.
Knowledge of public-sector procurement, healthcare contracting or regulated service environments.
An understanding of project management principles, contract mobilisation or operational change.
You will be a confident communicator with strong organisational skills and the ability to manage detail without losing sight of deadlines. You will be comfortable working across several projects at once, following up with stakeholders and taking a proactive approach to finding information and resolving issues.
Essential skills and experience:
Desirable experience:
Skills Required
- Strong written and verbal communication skills
- Excellent organisation, coordination and administrative capability
- High attention to detail and a methodical approach to managing information
- Ability to manage multiple tasks, deadlines and competing priorities
- Strong stakeholder-management skills and confidence engaging with colleagues at all levels
- Good research and information-gathering skills
- Proficiency in Microsoft Office, including Word, Excel, PowerPoint, Outlook and Teams
- Collaborative, positive and solutions-focused approach
- Curiosity, initiative and interest in commercial operations and bid management
- Previous experience in bid support, tender administration, project coordination or mobilisation
- Experience producing business documents, reports, presentations, case studies or written content
- Experience using Salesforce, Coupa or tender portals
- Knowledge of public-sector procurement, healthcare contracting or regulated service environments
- Understanding of project management principles, contract mobilisation or operational change
What We Do
If you could make your healthcare facilities even safer - would you? From peer-reviewed sharps containers to waste minimisation systems and tailored collections, Sharpsmart’s safety-driven solutions have helped healthcare facilities across the UK to: • Protect staff and patients • Reduce CO2 emissions • Meet sustainability targets • Prevent and contain infection • Stay compliant • Reduce costs Part of the Daniels Health group which has operations in Australia, USA, Canada, New Zealand, UK, Europe and South Africa; Sharpsmart is widely regarded as a leader of innovation in the clinical waste space. Our flagship product - the Sharpsmart collector, was launched in 1999 and is now used in thousands of healthcare facilities around the globe. It has been peer reviewed in numerous medical journals with findings that indisputably assert it as the safest sharps collector in the world. Through education, innovation and service, we are committed to make the healthcare industry safer for the people who work in it and continually drive the development of ecologically sustainable solutions to reduce the environmental impact of clinical waste. Find out more at: www.healthcarewaste.sharpsmart.co.uk
