Bid Administrator

Bid Administrator (AI-Enabled Bid Function) Location: Gurugram

Role Purpose

The Bid Administrator is responsible for the end-to-end administration, coordination, and management of bid and tender activity across the group. While AI tools (e.g. Gov Bot) are used to support opportunity sourcing and drafting, this role is firmly focused on hands-on bid process management, compliance, and delivery.

The role acts as the operational backbone of the bid function, ensuring opportunities are properly qualified, tenders are compliant, submissions are accurate and timely, and outcomes are tracked through to contract award, mobilisation, and review.

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Key Responsibilities

Opportunity Identification & Qualification

· Source, track, and monitor tender opportunities using AI tools, Tenders Direct, and procurement portals

· Maintain accurate search terms and alerts to ensure relevant opportunities are identified

· Conduct initial due diligence on opportunities and support bid / no-bid decisions

· Produce concise opportunity summaries (“mini-briefs”) to support internal decision-making

· Identify and report on market trends and purchasing behaviour

Bid & Tender Process Management

· Manage the full tender lifecycle from opportunity identification through to submission

· Set up, manage, and maintain tender portals and access permissions

· Download, catalogue, and manage all tender documentation

· Coordinate clarification questions and responses with commissioners

· Manage timelines, inputs, approvals, and version control across multiple bids

· Ensure submissions fully comply with procurement law and tender requirements

Bid Production & Submissions

· Produce, coordinate, and manage draft submissions (AI-supported but human-led)

· Maintain and develop a Bid Library with stock answers, evidence, and case studies

· Hold and manage all corporate information required for submissions, ensuring accuracy and version control

· Coordinate ESG, insurance, policy, legal, and governance content

· Submit final tenders and manage all post-submission activity

Contract Award, Review & Reporting

· Manage contract award and failure notifications

· Request, record, and analyse feedback on unsuccessful bids

· Complete final due diligence on awarded contracts to support internal rollout

· Support contract mobilisation and handover to operational teams

· Track contract end dates, extensions, re-tender opportunities, and review points

Contract & Performance Management Support

· Maintain a contracts and tenders pipeline by division and across the organisation

· Build and manage a combined Bid and Contract Library

· Track key financial and performance KPIs (e.g. contract value, duration, margin, volumes)

· Monitor reporting deadlines, contractual obligations, and volume discounts

· Track win ratios, lessons learned, and review opportunities

Stakeholder Engagement, Systems & Governance

· Coordinate tender engagement activities, briefings, and meetings

· Attend and support weekly calls with Business Development leads and Heads of Division

· Maintain Tenders Direct account access, permissions, and compliance

· Support internal reporting and monitoring of bid activity

· Ensure CQC registration and scope align with service and contract requirements

· Work closely with Clinical, Finance, Legal, Operations, and Business Development teams

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Resources & Tools

· Tenders Direct

· AI bid tools (e.g. Gov Bot)

· NHS Digital Toolkit and other procurement portals

· Corporate systems and document libraries

· Internal stakeholders across Business Development, Clinical, Finance, Legal, and Operations

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Skills & Experience (Baseline)

· Experience in bid administration, tender management, or procurement support

· Strong organisational, coordination, and process-management skills

· Ability to manage multiple tenders simultaneously to deadline

· High attention to detail with a strong focus on compliance and governance

· Comfortable using AI tools as a support mechanism, not a substitute for ownership

· Confident written communication and stakeholder coordination skills