Proposal Coordinator

LOCATION: Office based at 5B Churchill Way, Sheffield S35 2PY

HOURS: 37.5 hrs per week, Monday to Friday

Overview

Hickton Quality Control is seeking a highly organised and proactive Proposal Co-ordinator to support the delivery of high‑quality bids, tender submissions, and pre‑qualification documentation. The successful candidate will work closely with the team to ensure the efficient coordination, preparation, and submission of all bid-related materials.

This role requires exceptional attention to detail, strong administrative skills, and the ability to work to deadlines in a fast‑paced environment.

Skills & Experience

• Strong administrative and organisational skills
• Excellent written English and attention to detail
• Ability to manage multiple deadlines and workload priorities
• Familiarity with MS Office (Word, Excel, Outlook)
• Ability to format documents professionally
• Proactive approach to communication and follow‑up
• Comfortable working with templates and structured content

Roles and responsibilities

• Manage the central Tender inbox, ensuring all opportunities are reviewed, categorised, and allocated promptly.
• Create projects on the CRM system and ensure all associated documentation is saved in the correct locations and named consistently.
• Complete standard company information for Selection Questionnaires, SQs, PQQs, ITTs, and other pre‑qualification documentation.
• Support the team by gathering corporate policies, certificates, case studies, and compliance material required for submissions and ensuring up‑to‑date versions are saved in the bid library.
• Chase archived or “not started” projects, updating their status and ensuring accurate record‑keeping.
• Log, track and follow up on feedback for unsuccessful submissions, recording all responses appropriately.
• Conduct internal audits on bid projects to ensure compliance, accuracy, and completeness.
• Produce draft CVs, ensuring alignment with company templates and project requirements.
• Prepare bespoke capability statements tailored to specific client or tender needs.
• Transfer and format text, imagery, and other material into InDesign templates, maintaining HQC design standards.
• Support the creation and maintenance of high‑quality submission documents.

Information Management

• Maintain and update the Portal Register with accurate details of tender portals, logins, and access information.
• Request, gather, and record client references and testimonials, collating all information into a central location.
• Administer and maintain the Bid Library, ensuring content is organised, current, and easily accessible.

This job description only contains the main duties relating to this post and does not describe in detail all the duties required to carry them out, and there will be an expectation that the post holder will carry out other duties that reasonably fall within the general nature of the level of responsibility of the post. The responsibilities contained within this job description are subject to annual review and may need to be adjusted in line with service developments.

ICA Group comprises of several businesses. Group structure continues our ambition to be a leading multi‑disciplinary provider of quality inspection and consultancy services in the construction sector. Being part of the Group means that there is a coordinated approach to Commercial Business, Marketing, Resourcing, Finance, Business Support, Operations and Corporate Governance, to provide technical excellence and exceptional service to our clients. This provides greater opportunities to work for a larger Group of companies, giving you continuous growth in your own personal development plans and careers.

We employ people who embrace and deliver our core Group values: Quality, Client Focus, Honesty, Integrity, Competency, Teamwork, Development, Accountability and Exceptional Service.

If this sounds like a team that you would like to be part of, in return we will provide the following:

• Continuous personal development (CPD) opportunities
• Health cover
• Enhanced employer pension contributions
• Online training platform
• A friendly and professional working environment with an ‘open door’ ethos.
• Electric Vehicle salary sacrifice scheme