Proposal Coordinator
2 weeks ago
Overview and Benefits
- Monday to Friday, 37.5 hours per week
- Remote working opportunity
- Refer a friend and earn a £1000 bonus, with no limit on referrals
- Generous annual leave allowance
- Enjoy a day off to celebrate your birthday
- Recognition through Staff Awards
- Discounts on hotels and airlines
- Access to an Employee Assistance Programme
- OUR COMPANY CULTURE IS..... Dynamic, Vibrant, Fast-Paced, and Rewarding, where we PROVIDE you with the chance for a brighter FUTURE
- Clarity Travel is an Equal Opportunity Employer, celebrating diversity and committed to fostering an inclusive workplace for all employees
- At Clarity, we not only listen, we adapt and we deliver
About Us
We are a globally recognized, multi-award-winning Business Travel Company, simplifying business travel for our clients. Our mission is to ensure our customers reach their destinations safely, efficiently, and cost-effectively.
Our team consists of over 800 industry professionals, providing timely and effective service, making us the trusted partner for seamless travel management solutions for innovative businesses and organizations worldwide.
Our People are the core of our organization, and we heavily invest in their training and development through our dedicated training academy and personalized career growth programs.
Clarity Business Travel is a top 10 UK-based Travel Management Company, part of The Portman Travel Group, which includes Brighter Event, Elegant Resorts, If Only, and Destination Sports Group.
Role Purpose
Objective
- Facilitate the organization's new sales and customer retention initiatives by developing and executing the bid management process and providing relevant documentation for formal tender submissions and ad-hoc sales requests.
- Maintain a comprehensive bid library that is current, engaging, and effective to maximize efficiency in bid responses and enhance submission success rates.
- Oversee all potential bid opportunities across various travel, meeting, and event categories.
- Manage pre-qualification and supplier procurement questionnaires.
Key Responsibilities
Bid Process Management
- Oversee the bid management process for specific tender and re-tender opportunities in collaboration with the designated Bid Owner.
- Proactively educate internal stakeholders about the bid management and governance processes as needed.
- Coordinate the creation of a Bid Summary overview in accordance with established guidelines for distribution to relevant stakeholders.
- Schedule and facilitate a Bid Kick-Off Call or Meeting, ensuring all pertinent internal stakeholders and subject matter experts are included.
- Lead the Bid Kick-Off Call or Meeting alongside the Bid Owner.
- Prepare or finalize necessary bid submission and/or proposal documentation in line with corporate branding guidelines and/or customer-specified formats, ensuring all procurement deadlines are met.
- Assist in the development of bid presentations with the Bid Owner, ensuring alignment with customer objectives and the propositions outlined in the bid submission.
- Support the Head of Bid Management in refining the bid management process to align with internal requirements and bid policy expectations.
Bid Intelligence and Content Management
- Assist in the ongoing updates of the bid library/content management system by effectively managing contributions from relevant bid content contributors, editors, approvers, and subject matter experts.
- Network and cultivate strong working relationships with key personnel involved in the bid process, including senior management, bid owners, work stream leads, and content contributors.
- Research, draft, and edit relevant bid content and responses according to requirements.
Administrative Duties
- Monitor internal databases and external bid opportunity sources to identify potential tender opportunities.
- Support the maintenance of accurate information within CRM systems related to ongoing bid processes for precise reporting.
- Assist the organization in completing supplier questionnaires or databases as necessary.
Reporting and Communication
- Enhance awareness of Bid Management across the organization through various communication channels.
- Provide regular reports as agreed with the Head of Bid Management and Director of Business Development.
- Deliver ad-hoc reports as needed to support upward reporting to the Executive Board and Group.
- Participate in internal and external meetings and training as required.
Information Security
- Complete annual online mandatory training on data protection, information security, and financial crime. Stay informed about cyber risks and threats through communications and awareness training from the organization.
- Understand and uphold the information security policies.
Qualifications for the Bid Manager Role at Clarity Travel
- Minimum of 2 years of experience in bid management or a related field
- Proven ability to lead and coordinate bid processes
- Strong project management skills with a focus on meeting deadlines
- Excellent written and verbal communication abilities
- Proficient in Microsoft Office Suite and bid management software
- Able to work collaboratively with cross-functional teams
- Detail-oriented with strong analytical and problem-solving skills
- Experience in the travel industry is advantageous
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