We respectfully request that recruitment agencies do not contact us about this role.
Job Title:
Contracts and Tenders Administrator
Hours:
20 hours per week
The role will be worked over three agreed working days per week. Whilst there is some flexibility when agreeing the initial working pattern, the successful candidate will be expected to work a fixed schedule once agreed. Frontier does not operate a flexitime or TOIL system.
Location:
Office-based role in Tredegar, South Wales.
This role requires regular on-site collaboration with colleagues across the business and is not suitable for hybrid working or homeworking. Candidates should be able to attend the Tredegar office for all contracted working hours.
Responsible to:
UK Director of Sales
Main purpose of job:
- To lead and coordinate all administrative aspects of bids, tenders and contracts for the business.
- To ensure that relevant tender/contract notifications are identified on a timely basis – both existing contracts and potential new opportunities - and that activities to complete submissions are accurate, compliant, and completed on time.
- To maintain a central ‘contract register’ to track and coordinate critical administrative contract requirements including, amongst other aspects, when in-contract pricing can be reviewed/adjusted.
- To monitor and manage the central tenders email inbox and coordinate contract-related administrative activities
- Manage and coordinate submissions/responses with internal stakeholders as required e.g. Marketing, Sales, Finance and Operations.
This role involves hands-on administration and management of required tender documentation, compliance checks, and submission deadlines, and will act as the central point of contact for all contract/tender-related administration activity. Close engagement with internal stakeholders will be required to build understanding of, for example, pricing structures, product information, company information etc. The tenders/contracts are mostly UK-related but there may be occasional activity required on international tenders/contracts.
Qualifications required:
- Educated to degree level or equivalent desirable, but not essential. Relevant experience will also be considered.
Experience required:
- Coordinating or administrating bids, tenders, or contract processes.
- Maintaining registers, trackers, or document libraries.
- Working with multiple internal stakeholders
- Exposure to public sector/NHS procurement processes is desirable.
Key Responsibilities:
Contract Administration and Coordination
- Monitor central shared inbox and all relevant tender portals to identify existing contract renewal opportunities and new tender opportunities (both UK and international).
- Manage the preparation, coordination and completion of Invitation to Tenders (ITTs) and other related documents and ensure all tender submissions are accurate and completed ahead of time (avoiding last minute rush to complete etc.).
- Review tender documentation, summarise requirements, and ensure internal stakeholders understand deadlines and information requirements.
- Collate and coordinate internal contributions (e.g. from technical, commercial, finance, marketing teams) to support tender submissions.
- Develop and maintain a central bid/tender register to capture, for example, submission dates, contract references, outcomes, expiry dates, in-contract pricing review dates etc.
- Monitor key dates (e.g. contract expiry) and alert stakeholders proactively.
- Issue tender notification packages to relevant departments and ensure required documentation is returned on time.
- Perform quality checks and compliance reviews on tender submissions to ensure adherence to requirements.
- Support tender review and post-submission analysis, capturing lessons learned to identify areas for continuous improvement.
- Maintain awareness of national framework agreements and procurement requirements to ensure compliant submissions.
Tender/Bid Content Coordination
- Maintain a repository of standard/boiler-plate company responses for routinely asked questions (to ensure efficiency of processes).
- Work with relevant departments and business leaders to ensure content is accurate, consistent, and aligned with brand messaging.
- Ensure case studies, capability statements, and supporting materials are current and available for bid submissions.
- Incorporate feedback and lessons learned to improve bid content and processes.
Essential skills/experience:
- Strong organisational, coordination and time management skills.
- Diligent and thorough, with high attention to detail.
- Experience of coordinating bids, tenders and/or contract processes, including experience with tender portals
- Excellent written and verbal communication skills.
- Ability to manage multiple activities and deadlines simultaneously.
- Strong IT literacy, including Microsoft Office Suite (Word, Excel, Outlook) and tender portal systems.
- Ability to work proactively and independently.
Desirable skills / experience:
- Familiarity with public sector procurement processes (e.g. NHS, local authorities, framework agreements).
- Experience maintaining contract registers, or tender tracking systems.
- Experience working closely with internal stakeholders across multiple teams to align content and messaging and ensure accuracy of data.
Key personal attributes:
- Methodical, process-driven and proactive with strong initiative.
- Ability to work effectively both independently and in a team.
- Flexible, collaborative and responsive to stakeholder needs.
- Good commercial acumen.
- Honest, reliable and professional with a positive ‘can do’ mindset
- Committed to continuous improvement and personal development.
Benefits:
- Bereavement leave
- Company events
- Company pension
- Employee discount
- Enhanced maternity leave
- Enhanced paternity leave
- Free flu jabs
- Free parking
- Health & wellbeing programme
- Life insurance
- On-site parking
- Referral programme
- Sick pay
Work Location: In person
