Job Description The purpose of this role is to assist business development by delivering exceptional tender and administrative management support to the Property & Building team by introducing and implementing best practice processes and structures; to manage the entire bid process from inception to completion, ensuring compliance and the timely delivery of high-quality, winning bids.
Key Responsibilities: Tender Identification and Tracking: Regularly monitor tender portals, websites, and other relevant sources to identify potential tender opportunities.
Maintain an up-to-date and organized tender tracker to log all identified opportunities, ensuring deadlines are clearly noted and monitored.
Tender Preparation and Coordination: Assist in reviewing tender documents to help understand the basic scope, requirements, and evaluation criteria.
Coordinate with internal departments (e.g., engineering, legal, etc) to gather required information and documentation for tender submissions.
Support the preparation of tender documents, including company profiles, compliance documents, CVs, technical submissions, and pricing schedules, ensuring all documents are properly formatted and organized.
Compliance and Risk Management: Verify that all tender documents meet the client's specifications and align with company policies.
Assist in identifying potential risks related to tender submissions and communicate these to relevant team members for further action.
Ensuring that standards and internal quality management systems are adhered to Liaison and Communication: Serve as the central point of contact for all tender-related communications, managing correspondence both internally and externally.
Liaise with clients, joint venture partners, subcontractors, and suppliers to gather necessary information and clarify tender requirements as needed.
Document Management and Control: Manage the tender document library, ensuring all tender-related documents, correspondence, and submissions are properly stored and easily retrievable.
Maintain version control and ensure the accurate filing of all tender documents.
Submission and Follow-up: Arrange and oversee the timely submission of tender documents, whether electronically or in hard copy, ensuring compliance with submission requirements.
Follow up with clients after submission to address any requests for clarifications, amendments, or additional information.
Post-Tender Activities: Monitor and update the bid tracker with the status of submitted tenders.
Assist in the preparation of post-tender presentations and negotiations if required.
Help compile feedback and document lessons learned from unsuccessful tenders to support continuous improvement efforts.
Reporting and Analysis: Generate regular reports on tender activities, including tracking success rates, bid values, and identifying trends.
Assist in conducting basic analysis of competitor bids and market trends to support the development of future tender strategies.
Process Improvement: Suggest improvements to the tendering process to enhance efficiency and effectiveness.
Stay informed about best practices in tender administration and recommend updates to the firm's procedures as necessary.
Team Collaboration: Collaborate with the business development and project management teams to support the alignment of tender strategies with broader company objectives.
Provide administrative support and guidance to all involved in the tendering process.
General Administrative Functions: Updating vendor registration forms on WSP and other various portals Relieving pressure from administrative roles when capacity allows Health and Safety: Role model standards for SHEQ performance and behaviour consistent with the company's health, safety, environmental and quality vision and policies by influencing those around you Contributing to the identification of SHEQ risks and driving processes to achieve Zero Harm Embracing, displaying and promoting the company values and ensuring a safe working environment is maintained at all times Qualifications Atleast 5 years in tendering or administrative role Sound knowledge of the construction industry Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
Familiarity with tender management software or e-procurement platforms.
Key Competencies and Generic Skills: Project Management: Ability to manage and coordinate multiple tender processes simultaneously.
Strong organizational skills to track deadlines, submissions, and follow-ups.
Attention to Detail: Thoroughness in reviewing tender documents to ensure compliance with specifications and requirements.
Ability to identify and correct discrepancies in tender submissions.
Communication Skills: Strong written and verbal communication skills to articulate requirements and relay information clearly to stakeholders.
Ability to liaise effectively with clients, suppliers, and internal teams.
Knowledge of Tendering Procedures: Familiarity with public and private sector tendering processes.
Understanding of procurement laws, regulations, and ethical standards.
Time Management: Ability to work under pressure and meet tight deadlines.
Strong prioritization skills to manage urgent and critical tasks efficiently.
Problem-Solving Skills: Ability to anticipate potential challenges in the tendering process and develop contingency plans.
Proactive in resolving issues that may arise during the tender submission process.
Technical Proficiency: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and tender management software.
Ability to use online portals for tender submissions.
Document Management: Skilled in organizing and maintaining tender documentation, both electronically and physically.
Familiarity with document control procedures to ensure version accuracy and compliance.
Analytical Skills: Ability to analyze tender documents, identify key requirements Proficient in evaluating the technical aspects of tenders.
Collaboration: Ability to work effectively in a team environment with various departments, including legal, finance, and technical teams.
Strong interpersonal skills to build relationships with internal and external stakeholders.
Ethical Integrity: Commitment to maintaining confidentiality and adhering to ethical standards in all tender-related activities.
Awareness of anti-corruption policies and practices.
Continuous Learning: Willingness to stay updated on industry trends, tendering practices, and regulatory changes.
Ability to adapt to new technologies and methods in the tendering process.
Additional Information What's in it for you?
What if we can have work-life balance?
What if we can be rewarded in ways that support our individual needs?
What if we can be accepted for who we are?
Here at WSP – we can!
WSP recognizes that work is only one part of our lives and making time for the other things in our life is important – be that our families, our friends or ourselves.
So, if working from home, working part-time or having flexible start and finish time will help with this let us know as part of your application.
