Bid & Pursuit Coordinator

Company

The Fedcap Group is a mission-led international not-for-profit organisation focused on improving economic mobility and quality of life by unlocking opportunities for individuals and communities. Operating across multiple countries and jurisdictions, the Group delivers a diverse portfolio spanning education, health, employability and economic development. We combine global scale and shared capability with strong regional and local leadership, embedding social value, innovation and measurable impact in how we work, partner and deliver.

The Role

Reporting to the Director of Opportunity Management, the Bid & Pursuit Coordinator provides governance, compliance, document-control and coordination support across the active opportunity portfolio.

The role is the operational backbone of the Opportunity Management function, maintaining schedules, actions, review records, evidence and submission administration so Bid Managers and pursuit teams can deliver in a controlled, timely and auditable way.

Key Accountabilities

1. Pursuit Administration & Coordination

Provide organised day-to-day coordination support across assigned pursuits. Maintain schedules, records and communications so the pursuit team has a clear and current operating view.

- Maintain pursuit plans, milestone schedules, calendars and contact lists.
- Coordinate meetings, reviews, workshops and contributor deadlines.
- Prepare agendas, circulate materials and record actions.
- Maintain orderly pursuit folders and current working documents.
- Provide practical coordination support to Bid Managers and pursuit leads.

2. Governance Administration

Support the operation of qualification, stage-gate and readiness reviews. Ensure materials, decisions and follow-up actions are accurately recorded and accessible.

- Schedule governance reviews and coordinate attendee availability.
- Compile review packs and check required content is present.
- Maintain decision, condition and approval registers.
- Record outcomes, owners and deadlines.
- Track governance actions and escalate overdue items.

3. Action, Milestone & Dependency Tracking

Maintain detailed visibility of actions, milestones and dependencies across assigned pursuits. Follow up contributors and highlight emerging delivery pressure early.

- Maintain action, milestone and dependency logs.
- Monitor completion against agreed dates.
- Follow up outstanding deliverables with owners.
- Highlight overdue or at-risk activities to the Bid Manager.
- Update pursuit status records and reporting inputs.

4. Compliance & Evidence Management

Maintain the compliance controls and supporting evidence required for a complete, auditable submission. Ensure mandatory items are tracked, current and readily available.

- Maintain compliance matrices and evidence trackers.
- Coordinate collection of declarations, certificates, policies and supporting documents.
- Check evidence status, validity and version.
- Maintain clear records of approvals and assurance activity.
- Support resolution of missing or incomplete compliance items.

5. Submission Administration & Document Control

Provide controlled administrative support for the assembly, review and submission of tender documentation. Maintain effective version control and a reliable final record.

- Maintain document registers, naming conventions and version controls.
- Coordinate document collection, formatting and packaging requirements.
- Check that required files, attachments and forms are included.
- Support final upload or submission activity under authorised direction.
- Archive final submitted materials and confirmation records.

6. Reporting & Management Information

Produce accurate and timely pursuit information for Bid Managers and Opportunity Management leadership. Support visibility of delivery, compliance and governance status.

- Prepare routine status updates and dashboard inputs.
- Maintain governance, milestone and action metrics.
- Support portfolio and capacity reporting.
- Highlight data gaps, overdue actions and exceptions.
- Ensure reporting records remain current and consistent.

7. Knowledge & Template Management

Maintain accessible pursuit records, templates and working guidance. Support reuse of effective materials without assuming ownership of proposal content or the Bid & Proposal CoE knowledge repository.

- Maintain current Opportunity Management templates and checklists.
- Organise pursuit governance and administration records.
- Support capture and filing of lessons learned.
- Ensure standard forms and guidance are easy to locate.
- Retire duplicate or superseded working documents in line with agreed controls.

8. Process Improvement & Team Support

Contribute to efficient and consistent Opportunity Management processes. Identify practical improvements that reduce administration, strengthen controls or improve team coordination.

- Identify recurring administrative or process issues.
- Suggest improvements to trackers, templates and working practices.
- Support updates to operating procedures and playbooks.
- Assist with onboarding and guidance for pursuit contributors.
- Provide flexible coordination support across the active pursuit portfolio.

Person Specification

Experience and Qualifications - Essential

- Experience in administration, project support, bid coordination or business support.
- Strong organisation, attention to detail and follow-through.
- Experience maintaining schedules, records, trackers and controlled documentation.
- Ability to coordinate meetings, actions and multiple contributors.
- Strong Microsoft Office skills and confidence working with shared document systems.
- Clear written and verbal communication skills.
- Ability to manage multiple priorities and fixed deadlines.

Desirable

- Experience in bids, procurement, business development or commissioned services.
- Experience supporting governance or stage-gate processes.
- Knowledge of tender compliance and submission administration.
- Experience using CRM, project-management, bid-management or document-control systems.
- Project coordination or business administration qualification.

Key Performance Indicators

- Accuracy and currency of pursuit schedules, records and action logs.
- Timeliness of governance reviews, packs and action follow-up.
- Completeness of compliance evidence and approval records.
- Quality of document control and submission administration.
- Accuracy and timeliness of pursuit reporting.
- Audit-trail completeness and accessibility of records.
- Stakeholder satisfaction with coordination support.
- Contribution to consistent and efficient Opportunity Management processes.