Bid Assistant Commissioning

About Us

At HDR, we specialize in engineering, architecture, environmental and construction services. While we are most well-known for adding beauty and structure to communities through high-performance buildings and smart infrastructure, we provide much more than that. We create an unshakable foundation for progress because our multidisciplinary teams also include scientists, economists, builders, analysts and artists. That's why we believe diversity is our greatest strength. HDR is proud to be an equal opportunity workplace and an affirmative action employer.

Watch Our Story:' https://www.hdrinc.com/our-story'

We believe that the way we work can add meaning and value to the world. That ideas inspire positive change. That colouring outside the lines can illuminate fresh perspectives. And that small details yield important realizations. Above all, we believe that collaboration is the best way forward.

The Bid Assistant - Commissioning plays a key supporting role within the Commissioning bids team, providing high-quality administrative, coordination, and knowledge-management support to enable the successful delivery of bids and proposals.

This role is ideally suited to someone highly organised, proactive, and detail-oriented, who enjoys supporting fast-paced bid activity and working with a wide range of stakeholders. The Bid Coordinator will work closely with the Senior Bid Manager and Bid Managers, helping to ensure bid processes run smoothly, information is well managed, and the team is fully supported throughout the bid lifecycle.

Key Responsibilities

Bid Support & Administration

• Maintain and update bid trackers, pipelines, and reporting tools for the Commissioning team
• Support Bid Managers with day-to-day administrative tasks across live bids
• Manage tender portals as required (uploads, downloads, clarifications, and deadlines)
• Assist with document control, version management, and compliance checks
• Archive bids and supporting materials following submission in line with agreed processes
• Set up pricing documents
• Inputting bid financial evaluation into HDR portal for Leadership approvals.

CRM & Market Intelligence

• Act as CRM champion for Commissioning bids, ensuring opportunities are accurately logged and updated and R12 data is correct
• Support opportunity qualification by undertaking research on new and existing clients
• Track client frameworks, market activity, and upcoming opportunities relevant to Commissioning
• Help maintain accurate client and contact records within the CRM system

Knowledge, CV & Bid Library Management

• Support and maintain the Commissioning bid library, ensuring content is up to date, well structured, and easy to access
• Coordinate the CV management process for the Commissioning team, ensuring:
  • All staff have up-to-date, compliant CVs suitable for bid use
  • CVs are tailored, formatted, and stored correctly
  • Relevant experience and project information is captured
• Assist with lessons learned, reusable content, and continuous improvement initiatives
• Maintaining a database of completed projects per sector and type for use in bids.

Coordination & Stakeholder Support

• Book meetings, workshops, and reviews related to bids and pre-bid activity
• Attend live bid meetings and take notes
• Prepare agendas, take notes, and track actions where required
• Proactively follow up with internal stakeholders to support timely inputs
• Support interview and presentation logistics as needed

Required Experience & Skills

• Previous experience in a bid coordination, proposals, marketing, or administrative support role within a professional services, engineering, or construction environment
• Strong organisational and time-management skills, with the ability to manage multiple prioities
• Excellent attention to detail and document management capability
• Confident communicator, able to work with a wide range of internal stakeholders
• Proactive and reliable, with a strong sense of ownership and accountability
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Comfortable working to deadlines in a busy, fast-paced environment

Preferred Requirements

• Experience working with CRM systems
• Familiarity with bid processes in engineering, construction, or the built environment
• Knowledge of tender portals and bid compliance requirements
• APMP Foundation or working towards a professional bids qualification

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