Bid Administrator - Multidisciplinary

About the role

To provide administrative and production support to technical bid teams, ensuring documents are submission-ready through the creation of bid templates, document formatting, quality control and simple graphic elements that support tender responses. EC bid administration support will operate effectively in a fast‑paced, deadline‑driven environment. This role requires the ability to manage multiple small tasks concurrently while maintaining a consistently high level of accuracy and presentation quality. The individual will demonstrate a calm, professional approach and take pride in producing well‑structured, compliant and submission‑ready documents.

Responsibilities

• Bid administration and document production
• Create bespoke bid response documents using standard bid templates, ensuring alignment with corporate brand and client instructions.
• Set up tender specific bid documents at the start of each bid, including a response structure, clear section signage, headers/footers, styles and placeholder text.
• Access tender portals (where required) to upload clarification questions, distribute incoming tender updates to the capture manager and upload final submission document(s).
• Tidy, format and quality-check bid responses prior to submission, ensuring consistency, accurate grammar/spell-checking and professional presentation.
• Apply final formatting checks, including pagination, cross-referencing and table of contents page updates.
• Support compilation of final submission files (Word, PDF, portal uploads) by following clear instructions from the capture manager.
• Graphics and visual support
• Create and amend simple bid graphics (e.g. organisational charts, process diagrams, timelines, icons and infographics) using agreed brand styles.
• Update existing visuals to reflect bid-specific requirements and ensure consistency across the submission.
• Support basic page layout tasks, such as arranging tables, call‑outs and visual elements to improve readability and flow.
• Administrative support to bid teams
• Assist with gathering and inserting standard content such as CVs, project sheets and corporate information into bid response documents.
• Use Oscar to efficiently locate and retrieve standard bid responses, CVs, project examples and other reusable content to support rapid document assembly.
• Ensure CVs and project profiles/examples are formatted consistently using agreed templates and tailored to the clients requirements where required.
• File and organise bid submission and raw graphic files within agreed folder structures to support knowledge sharing and easy retrieval.
• Here is what we are looking for:
• Demonstrable experience working with structured documents, applying detailed formatting and quality control.
• Advanced Microsoft Word document formatting skills (headers and footers, styles, tables of contents, cross-references).
• Strong PowerPoint skills for slide formatting and visual layout.
• Working knowledge of Microsoft Excel.
• Experience using Adobe InDesign and PDF editing tools.
• Experience producing and amending basic graphics and diagrams.
• High attention to detail and a methodical approach to document preparation.
• Ability to follow instructions and work to defined standards and processes.
• Ability to work positively under pressure and meet submission deadlines.
• Strong organisational skills with the ability to manage competing priorities.
• Professional, collaborative approach.
• Behavioral attributes
• Highly organised with a structured and dependable working style.
• Takes pride in producing polished, accurate and consistent outputs.
• Calm and composed under pressure.
• Proactive and willing to support where required within defined scope.
• Collaborative and service-oriented; works well as part of a wider bid support network.
• Comfortable working with colleagues at all levels.
• Respects confidentiality and manages sensitive client and commercial information appropriately.
• At AECOM, you will have freedom to grow in a world of opportunity
• At AECOM, our Freedom to Grow philosophy supports flexibility and balance to help our people thrive. As part of this approach, we ask all hybrid

Additional Information

Here is what you will be doing: Administrative bid support is required from the EC team on bids under $1M across the UK and Ireland, providing consistent, high‑quality administrative and production assistance to technical bid teams. The role focuses on delivering structured, reliable support in the templating, formatting and visual enhancement of bid submissions. This is an administrative role and is not intended to operate as a bid assistant or bid manager. Its purpose is to provide essential backend support to ensure bid documents are well‑presented, visually consistent, compliant and submission‑ready. EC administration bid support will work closely with capture managers to ensure the smooth production of tender response documents. The role requires strong attention to detail, excellent document production skills and a proactive, service‑oriented mindset.

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