Bid Coordinator

About PayByPhone

PayByPhone thrives because of its talented and diverse team dedicated to simplifying everyday mobility through innovative technology. Our collaborative environment encourages continuous learning and enjoyment, fueling our growth as we serve over 60 million users across North America and Europe with secure, quick payment solutions.

Role Overview

This full-time permanent position is located in Hatfield, UK, operating in a hybrid work model. Reporting to the UK Managing Director, the Bid Coordinator will manage the end-to-end bid process for the UK Commercial team. This individual will utilize AI and automation tools to expedite bid searching, requirement analysis, draft preparation, and content management, maintaining accuracy and compliance under tight deadlines to help increase bid volume without sacrificing quality.

Primary Responsibilities

• Manage bid process stages from opportunity identification to submission and pre-award negotiations.
• Evaluate and analyze bid requirements thoroughly.
• Leverage AI tools such as Responsive to generate initial bid drafts from existing content, then customize and quality-check for precision and compliance.
• Utilize AI to extract key information from RFP/ITT documents, speeding bid/no-bid decisions and reducing compliance risk.
• Efficiently use software including MS Office, Salesforce, and Responsive.
• Draft and revise documents ensuring clarity, consistency, and appropriate tone to showcase company strengths and past successes.
• Contribute to assembling compelling bids that clearly demonstrate product advantages and meet all requirements within deadlines.
• Maintain accurate tracking of bid submissions and their evaluations.
• Coordinate proposal approvals with key stakeholders like project managers and providers.
• Assist in developing and refining bid submission processes, assets, and resources.
• Participate actively in bid/no-bid reviews and win/loss analysis with the UK Commercial team.
• Maintain and update the Responsive Answer Library to keep reusable content precise, current, and aligned with branding.
• Collaborate with Marketing to create tailored materials for bids.
• Manage bid-related content on the Commercial Team's Confluence pages.
• Undertake special projects assigned by the UK Managing Director.

Required Qualifications & Experience

• Minimum of three years’ experience in bid coordination or related roles.
• Proven ability to thrive in fast-paced, dynamic settings.
• Skilled in collecting accurate information quickly from multiple sources.
• Experience with Responsive software is advantageous.
• Familiarity with generating Salesforce reports is a plus.
• Confident in employing AI and automation tools for research, writing, and content management, with strong judgment to validate AI outputs.
• Quick learner of new software applications.
• Intermediate proficiency in Excel and PowerPoint.
• Strong research capabilities using web, AI, and internal knowledge bases.
• Prior use of Salesforce or other CRM systems.

Compensation and Benefits

• Salary range: £37,000 to £43,000, subject to experience, skills, and qualifications.
• Private healthcare available from day one, including optional dental coverage.
• Access to pension plan with a 5% employer contribution.
• Life insurance coverage at four times the salary for all permanent employees.
• Opportunities for ongoing professional development, learning, and career advancement.

Company Culture and Commitments

PayByPhone embraces change and innovation while operating by core values: taking initiative, curiosity, collaboration, enjoyment, and empathy towards customers. The company is committed to creating a diverse, inclusive, respectful, and equitable workplace and recruitment process. Accommodations are provided upon request during recruitment to ensure fairness and accessibility.