Bid Coordinator

Who we are

VIVO provides facilities management and accommodation maintenance for the UK military and its partners. VIVO embodies both experience and innovation.

What we do

We put our Customers and Families First. They are the driving force behind everything we do. We drive forward improvements for them to ensure the service they receive, whether reactive repairs or a major project, is completed safely and on time. In order to achieve this, we have 4 core values: open, caring, agile and collaborative. These are at the heart of everything we do.

Location - Hybrid working covering - Central and Southern England

Salary - Attractive salary commensurate with experience 

About the Role

We are seeking a Bid Coordinator to support the successful delivery of high-quality bids and proposals as part of VIVO’s growth and work-winning activity. Reporting to the Bid Manager, this role plays a key part in coordinating bid activity across multiple stakeholders, ensuring submissions are delivered on time, to a high standard, and in line with internal governance and client requirements.

Working with Bid Managers, subject matter experts, and cross-functional teams across the business, you will help manage the bid process from start to finish. You will apply structured methodologies where appropriate, maintain control of bid documentation and compliance, and support a disciplined, consistent approach to bid delivery. This is an excellent opportunity for someone who is highly organised, detail-focused, and comfortable working in fast-paced, deadline-driven environments.

About You

We are looking for an organised, proactive Bid Coordinator with experience supporting bids within the public sector or a similar Business-to-Government (B2G) environment. You will have a solid understanding of bidding and sales processes, with the ability to coordinate multiple tasks and contributors across geographically dispersed teams.

Methodical and process-driven, you take pride in producing accurate, high-quality work and maintaining strong version control and governance. You communicate clearly and confidently, are comfortable chasing inputs and resolving issues, and remain calm under pressure. With strong attention to detail and the ability to quickly grasp complex information, you are a reliable team player who contributes positively to collaboration and continuous improvement.

Key Responsibilities

Bid Coordination & Delivery

• Coordinate bid and proposal activities, ensuring all tasks and deliverables are completed within agreed timescales.
• Support Bid Managers and wider bid teams in the preparation of clear, compliant, and high-quality submissions.
• Track actions, deadlines, and dependencies to maintain momentum throughout the bid lifecycle.

Stakeholder & Information Management

• Coordinate inputs from cross-functional and geographically dispersed teams, ensuring accuracy, consistency, and alignment of information.
• Act as a central point of contact for bid-related queries, supporting effective communication across the bid team.
• Identify and escalate risks or issues that may impact bid delivery, supporting timely resolution.

Governance, Quality & Compliance

• Maintain bid documentation, version control, and audit trails in line with internal processes and governance requirements.
• Ensure submissions are compliant with client instructions and internal standards.
• Apply structured bid and sales methodologies (e.g. Shipley, Miller Heiman) where relevant.

Continuous Improvement & Knowledge Sharing

• Contribute to the continuous improvement of bid processes, tools, and ways of working.
• Support knowledge sharing and collaboration across the bid team to drive consistency and best practice.

Person Specification

Experience

• Proven experience as a Bid Coordinator or in a similar bid support role within the public sector or comparable market.
• Experience supporting bids in a Business-to-Government (B2G) environment.
• Demonstrable experience coordinating tasks and contributors across cross-functional and geographically dispersed teams.
• Proven ability to deliver high-quality outputs to tight deadlines.

Skills & Capabilities

• Highly organised, methodical, and process-driven, with exceptional attention to detail.
• Strong communication and interpersonal skills, with the confidence to engage and influence stakeholders.
• Ability to manage multiple tasks and priorities in pressured, business-critical environments.
• Strong problem-solving skills, with the ability to identify and resolve issues proactively.
• Self-motivated, disciplined, and collaborative team player.
• Ability to quickly grasp, understand, and assimilate complex information.

Knowledge & Qualifications

• Good understanding of bid processes, sales, and/or strategic business development within a B2G context.
• Proficient in Microsoft Office (including Word, Teams; SharePoint advantageous).
• Confident user of digital tools, document management systems, and online research/search engines.

Additional Information

• Experience within the Defence, FM, or related sectors would be advantageous.
• Flexibility to travel as required.
• Security Clearance at SC level may be required for this role.

VIVO Defence Services

The role you have applied for is with VIVO Defence Services, a joint venture between Serco and EQUANS. By applying for this role, please be aware that information contained within your CV may be shared between VIVO Defence Services, Serco and EQUANS during the recruitment process.

At VIVO, we are committed to building a diverse and inclusive organisation that supports the needs of all. Therefore, we will make reasonable adjustments at interview through to employment for our candidates and strongly encourage applications from a diverse candidate pool.

We are open to discussions around flexibility and flexible working and operate a hybrid work structure in many of our business areas. We are proudly a Disability Confident Leader. Disabled applicants who meet the minimum criteria for the job will be given the opportunity to demonstrate their abilities at an interview.