Location: CALLANN Work Winning Specialists, Airdrie
Working hours: Monday to Thursday, 9.00 am to 5.00 pm; Friday, 9.00 am to 2.30 pm
Salary: Dependent on experience
Contract type: Permanent
Application deadline: Friday 28 August 2026
Be part of the team behind successful bids and excellent client service
About CALLANN
CALLANN Work Winning Specialists helps businesses identify, pursue and secure new opportunities through bid management, tender writing, commercial, compliance, business development and marketing support.
Established in 2022, we have tripled in size and are now entering an exciting new stage of growth. We have clear plans to expand our services and geographic reach while continuing to deliver the personal, high-quality support our clients value.
We work with businesses of different sizes across construction, social housing, facilities management, engineering, professional services and other sectors throughout the UK.
This is an excellent time to join CALLANN. You will become part of a growing business, work alongside experienced specialists and gain broad exposure to bidding, procurement, compliance, client management and business operations.
The Role
Working closely with our Operations and Compliance Manager, Bid Manager and wider team, you will provide the organised administrative support that keeps client work and live bids moving.
You will coordinate communications, maintain trackers and portals, support the administration of live tender submissions and help ensure all information remains complete, compliant and easy to access.
The role suits someone who takes pride in getting things right, enjoys bringing order to a busy workload and understands how strong administration contributes to excellent customer service.
What You Will Do
Keep bids and tender activity moving
- Monitor and coordinate communications through shared bid mailboxes and procurement portals.
- Set up new bid projects, folders, trackers and supporting records.
- Support the bid team with the administration of live tenders, proposals and submissions.
- Record and communicate tender clarifications, updates, deadlines and client requirements promptly.
- Assist with Standard Procurement Documents, pre-qualification questionnaires and other tender documentation.
- Gather information and supporting evidence from colleagues, clients and external organisations.
- Maintain the Bid Tracker alongside the Operations and Compliance Manager.
- Help ensure submissions, client communications and supporting documents are complete, accurate and issued on time.
Maintain accurate information and systems
- Keep procurement portals, client files, pipeline trackers and internal systems accurate and up to date.
- Maintain standard company information, supporting evidence and reusable Bid Library content.
- Support the Bid Manager and wider team in developing and maintaining the Bid Library and knowledge library.
- Save documents consistently within the correct folders, systems and client records.
- Track actions, follow up on missing information and make sure agreed updates are completed.
- Handle client and company information carefully, professionally and confidentially.
Support client reporting and communication
- Coordinate monthly reports for clients receiving business development, marketing and wider work-winning support.
- Maintain the reporting schedule and make sure reports progress through preparation, review and issue on time.
- Gather activity updates, results and performance information from the relevant team members.
- Check that information is accurate, complete and clearly presented.
- Prepare and format reports using agreed templates and standards.
- Highlight key activities, priorities, actions and matters requiring client attention.
- Coordinate internal reviews and approvals before reports are issued.
- Send completed reports to clients and maintain organised records of reports and correspondence.
- Update trackers with agreed actions and follow-up activity.
Help us improve as we grow
- Identify practical ways to improve trackers, templates, filing systems and administrative processes.
- Follow company procedures, governance requirements and compliance standards.
- Support colleagues across the business during busy periods and live submission deadlines.
- Contribute to a positive, professional and supportive working environment.
- Undertake other appropriate coordination and administrative activities that support the effective operation of the business.
What Success Looks Like
You will help create a well-organised environment where:
- Tender opportunities, clarifications and deadlines do not get missed.
- Client and bid information remains accurate, current and accessible.
- The bid team can focus on developing strong submissions because the supporting administration is under control.
- Clients receive timely, professional communications and well-prepared reports.
- Processes remain consistent and compliant as the business continues to grow.
About You
You will be dependable, organised and comfortable working across several priorities in a fast-paced, deadline-led environment.
You will understand that attention to detail is not simply about presentation. It protects our clients, supports compliance and helps the team submit accurate, credible work.
You will bring:
- A positive, practical and can-do approach.
- Exceptional attention to detail and a commitment to completing work correctly.
- Strong organisational and workload-management skills.
- Clear and professional written and verbal communication.
- The confidence to gather information and follow up with colleagues at different levels.
- The ability to prioritise competing tasks and respond calmly when deadlines change.
- An understanding of confidentiality, compliance and accurate record keeping.
- Confidence using Outlook, Word and Excel.
- A willingness to learn new procurement portals, trackers and internal systems.
- A collaborative approach and a genuine interest in helping the wider team succeed.
Experience
Previous experience in administration, business support, project coordination or client service would be beneficial. Experience within construction, procurement, bidding or professional services would be particularly valuable, although we will provide training and support.
Experience in any of the following would be advantageous:
- Supporting bids, tenders or procurement activity.
- Working within construction, social housing, facilities management or a related sector.
- Using procurement portals or client systems.
- Assisting with Standard Procurement Documents or pre-qualification questionnaires.
- Managing shared email inboxes.
- Maintaining trackers, databases or management information.
- Preparing, formatting or issuing client reports.
- Coordinating information from several teams or contributors.
- Working within a regulated, compliant or deadline-driven environment.
You do not need experience in every area. We are looking for someone with strong administrative foundations, the right attitude and a genuine commitment to learning.
What You Will Gain
This role offers much more than routine administration. You will gain practical experience across the full work-winning process and see how bids, compliance, commercial activity, business development and marketing work together.
You will receive:
- A varied role within an established and growing business.
- Direct exposure to live bids, procurement processes and client projects.
- Training in bid administration, procurement portals and internal systems.
- Support from experienced bid, compliance, business development and marketing professionals.
- Opportunities to broaden your responsibilities as your knowledge and confidence develop.
- The chance to help improve the systems and processes that will support CALLANN’s next stage of growth.
- Experience working with clients across different sectors, regions and stages of development.
- A collaborative and positive working environment.
- Structured working hours and an early finish every Friday.
How to Apply
Please send your CV and a short covering email explaining:
- Why this role interests you.
- The relevant skills and experience you would bring.
- Any experience you have within administration, construction, bidding, procurement or client support.
- Your salary expectations.
Send your application to [email protected] by Friday 28 August 2026.
The proposed start date will be agreed with the successful candidate based on their availability.
Pay: £22,000.00-£27,000.00 per year
Ability to commute/relocate:
- Airdrie ML6 6LG: reliably commute or plan to relocate before starting work (required)
Work Location: In person
