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Location London
Business Area / Department Head Office ~ Admin / PA
Type of Role Fixed term
Salary & Benefits 22,000-24,000
Closing Date 30/09/2017

Bid Office Coordinator

Job reference: SYS-3122


Additional Documentation

Our highly successful Bid team is currently looking for a Bid Office Coordinator to support them during our next bid period, aproximately for 6 months.

Main purpose of role

To manage the office and provide administrative support to the Bid office, to perform clerical, administrative and business secretarial activities to support the Bid Director and Bid Team in the delivery of projects.  To support the resolution of day to day office related issues. To support the Bid Director and Bid Management team for the London Bid office.

Key accountabilities/responsibilities (see further details in the attached job description)

1. Bid team support

  • Administrative duties, sorting the post / couriers / taxis; H&S duties, scanning / filing  and organising team events
  • supporting joining and leaving contractors and process; maintaining consultancy agreements
  • managing the bid team internet, maintaining records, ensuring effective communication in team

2. Bid Director and Management team support

  • diary management, arranging travel and accommodation
  • reconciling credit card expenses and expense claims

3. Office & Reception related responsibilities

  • day to day management of the office, resolution of any issues
  • managing meeting rooms, refreshments, answering the intercome and phones, taking messages, responding to customer queries
  • invoicing and purchase order related duties
  • managing stationery in the office
  • ensuring the tidiness of the office
  • liaising with Office Manager and third parties on office related issues 
  • manage office move and relocation of bid team
  • assiting the IT team with office security
  • H&S responsibilities, including Fire Warden and First Aider duties when required

Person specification

  • Experience in office management, administration and team admin support
  • Sound knowledge of Microsoft OfficeProven organisational skills and able to organise others
  • Good interpersonal skills and communication skills
  • Fluent verbal and written communication skills in English
  •  Highly motivated and able to work under pressure
  • Adaptable attitude – prepared to work across wide spectrum of administrative activities
  • Inclusive - Able to work with people from all backgrounds, Supportive nature, cooperative team player
  • Proactive - Uses own initiative to resolve day to day office related problems, knows when to escalate
  • Practical, must be accurate with high-quality attention to detail
  • Although the standard office hours are 9-5, the team needs a person who has a flexible attitude and willing to work longer hours during busy bid periods