Bid & Admin Assistant

Job Description

<p><strong>Key Responsibilities:</strong></p><p>&nbsp;</p><p>Co-ordinate bid production activities for non-strategic bid opportunities and pre-qualification questionnaires, including reading and understanding client bid documentation, deadlines and submission requirements and combine</p><p>content from contributors into the required format and flag gaps to Director.</p><p>&nbsp;</p><p>Responsible for the quality of all aspects of the bid, including written documentation and interaction.</p><p>&nbsp;</p><p>Support in the creation of tender responses:</p><ul><li>Lead, write and project manage bids and proposals from beginning to end. – Review the RFP Information and summarise the key components relating to Studio N’s scope.</li><li>Receive, complete, and respond to NDA requests.</li><li>Receive, acknowledge and file RFPs under a new quotation folder (AEQ) on the Dropbox server.</li><li>Prepare CVs and EOIs as required by the RFPs (Word and InDesign)</li></ul><p>&nbsp;</p><p>Manage and liaise with Director, BD, Bid Coordinator, and Office Manager to source tender content.</p><p>&nbsp;</p><p>Assist the Bid Coordinator/Directors in the preparation of the fee proposal letter.</p><p>&nbsp;</p><p>Ensure that any bid/proposal documentation is well formatted and is consistent with Studio N’s branding and quality standards. All bid documentation must be clear, concise, and compelling.</p><p>&nbsp;</p><p>Assist, track and respond to portal and pre-qualifications opportunities”</p><ul><li>Update the RFP &amp; Project tracker so we know the deadlines and the technical requirements of each bid.</li><li>Handle new and current RFP registrations via client’s portal such as ARIBA, SAP etc.</li></ul><p>&nbsp;</p><p>Ensuring that bids are submitted on time and are as complete and accurate as possible.</p><p>&nbsp;</p><p>Support and manage email correspondence.</p><p>&nbsp;</p><p>Provide advice and assistance with relationship management with consultants and external organisations.</p><p>&nbsp;</p><p>Post-Proposal Stage:</p><ul><li>Provide full hand-over to the BD or Director. Assist Bid Co-Ordinator with tender clarifications, RFIS and filling in the deployment schedule.</li><li>Follow up on open bids monthly and report the outcome to the wider team.</li></ul><p>&nbsp;</p><p>Provide administrative support. File old bids to the archive folders and record any know reason for the loss.</p><p>&nbsp;</p><p><strong>Administrative Duties:</strong></p><p><strong>&nbsp;</strong></p><ul><li>Type, print and collate correspondence, presentations, and other documentation.</li><li>Answer calls, transfer or take messages where applicable.</li><li>Sort / distribute / send post and arrange couriers.</li><li>Schedule weekly product presentations.</li><li>Maintain office databases and filing.</li><li>Manage and track project invoices and receipts.</li><li>Organise internal / external events.</li></ul><p><br></p><p>The successful candidate will have:</p><ul><li>Excellent written and spoken English.</li><li>Be educated to degree level.</li><li>Have an excellent attention to detail</li></ul><p><br></p><p>Salary commensurate with experience.</p><p><br></p><p><span>Please submit your CV to: office@studionlighting.com with a covering letter explaining your suitability for the position.</span></p>