AIM Building & Maintenance Services Ltd is a growing Scotland-wide, multi-trade contractor specialising in insurance reinstatement, repairs and maintenance.
We are looking for an experienced Bid & Compliance Coordinator to join our team at our Stepps office.
The main focus of this position will be coordinating, preparing and submitting high-quality bids, tenders and pre-qualification questionnaires. The successful candidate will also support company accreditations, compliance, commercial administration and the creation of site documentation.
This is not solely a general administration position. Previous hands-on experience preparing or coordinating bids and tender submissions is essential.
Key responsibilities
- Identify and monitor suitable tender and framework opportunities.
- Maintain a tender register showing opportunities, deadlines, responsibilities and submission status.
- Review tender documents, specifications, ITTs, PQQs and selection questionnaires.
- Coordinate bid information from the commercial, operational, health and safety and management teams.
- Draft clear, accurate and tailored written responses covering areas such as service delivery, mobilisation, quality, health and safety, customer care, social value and environmental management.
- Compile supporting evidence, policies, certificates, case studies, statistics and company information.
- Support the commercial team with pricing schedules and other tender documentation.
- Proofread, format and quality-check submissions before issue.
- Upload completed tenders through client and procurement portals, ensuring all requirements and deadlines are met.
- Maintain a central library of standard responses, company information, case studies, policies and supporting evidence.
- Record tender outcomes and assist with reviewing feedback to improve future submissions.
- Manage company accreditation applications and renewals, including SMAS and Constructionline.
- Maintain trackers for accreditation, insurance, policy, training and certification expiry dates.
- Monitor operative and subcontractor compliance documentation and follow up on missing or expired information.
- Assist with creating and maintaining electronic and physical site files.
- Provide general administrative support to the commercial and operational teams.
- Assist with company LinkedIn content, project updates, recruitment posts and case studies when required.
Essential experience and skills
- Previous experience preparing, coordinating or submitting bids and tenders.
- Experience working with ITTs, PQQs, selection questionnaires or framework applications.
- Strong written communication skills with the ability to turn technical information into clear and relevant responses.
- Excellent proofreading, formatting and attention to detail.
- Strong organisational skills and the ability to manage several submission deadlines simultaneously.
- Confidence gathering information and chasing contributions from busy colleagues.
- Good working knowledge of Microsoft Word, Excel, Outlook and document-management systems.
- Ability to take ownership of submissions and see them through from initial review to final upload.
- Able to work accurately under pressure without missing mandatory requirements or deadlines.
Desirable experience
- Bid experience within construction, facilities management, housing, maintenance or insurance reinstatement.
- Experience using public and private-sector procurement portals.
- Experience managing SMAS, Constructionline or similar accreditations.
- Knowledge of construction compliance, operative competence records, RAMS or Construction Phase Plans.
- Experience creating case studies, presentations or professional LinkedIn content.
What We Offer
- Full-time, permanent employment
- 28 days' annual leave
- In-house training and ongoing support
- Exposure to multiple areas of a large and growing construction business
- The opportunity to develop your knowledge of compliance, commercial, operational and tender processes
- A varied role where no two weeks are exactly the same
- The opportunity to take ownership of the position and grow with AIM
If you're highly organised, proactive and looking for more than a standard administration role, we'd like to hear from you.
Pay: £22,000.00-£27,000.00 per year
Benefits:
Work Location: In person
