Bid Management Assistant

Are you looking for a new opportunity to take your career to a higher orbit? To join an international group with a successful track record in Space Engineering? A job adapted to your career ambitions and in which you could have an impact for the years to come?

We are looking for a Bid Management Assistant to be based at any of our offices around Europe. We offer a hybrid working policy between home and office.

The position will be key to providing administrative support to the Bid Management and Business Development Teams to facilitate smooth proposal preparation and submission.

The key person will work closely with the other members of the bid team along with other operational and commercial functions across the company’s international offices. The position reports to the Director of Sales and Proposal Management.

This position is open to protected categories under Italian Law 68/99 (“Rules for the right to work of disabled people”). Questa posizione e’ aperta alle categorie protette L. 68/99.

Tasks and activities

The scope of work will include:

• Main tasks
  • General Administrative Support: Provide general administrative assistance to the Bid Management Team, including calendar management, meeting coordination, and document preparation.
  • Document Management: Maintain and organize the central repository of bid documentation, templates, and supporting materials using SharePoint. Ensure all bid-related materials are up to date, accessible, and properly version-controlled.
  • Bid Preparation Support: Assist in bid preparation, by taking responsibility in producing support material for proposals ensuring accuracy and completeness.
  • Client Platform Registration Management: Manage the registration process for clients’ platforms (e.g., procurement portals, e-tendering systems). This includes ensuring that the company is correctly registered, all necessary documentation is uploaded, and any required profiles or certifications are up to date. Monitor registration renewals and address any issues related to platform access.
• Additional tasks
  • Post-Bid Support: Assist in post-bid processes, including feedback collection, bid debriefs, and lessons learned.
  • CRM Management & Reporting: Oversee and maintain the company’s CRM system (e.g., Salesforce) to ensure accurate tracking of bid opportunities and sales pipeline data. Generate regular reports to track bid progress, win rates, client activity, and team performance. Ensure that data is updated in real-time and used to inform decision-making.
  • Approval Flow Management: Assist in managing and tracking the approval flows throughout the bid/no-bid decision-making process. Ensure that all necessary stakeholders (e.g., senior management, legal, finance) review and approve decisions at each stage and keep track of deadlines to ensure timely approvals.
  • Quality Control: Assist in proofreading, formatting, and ensuring all bid documents meet company standards, client specifications, and regulatory requirements.
  • Coordinate Internal Resources: Liaise with internal teams (e.g., HR, legal, finance, operations) to gather necessary information and ensure timely contributions.

Skills and experience

The following skills and experience are mandatory:

• Education: A bachelor’s degree in business administration, project management, or a related field is preferred, or equivalent experience.
• Experience: Previous experience in administrative support and business administration.
• Organizational Skills: Excellent organizational skills with the ability to manage multiple tasks and deadlines in a fast-paced environment.
• Attention to Detail: High attention to detail, ensuring all bid documents are accurate, formatted correctly, and meet specified requirements.
• Communication Skills: Strong written and verbal communication skills with the ability to liaise with internal teams and external stakeholders effectively. Fluent in English, both written and spoken.
• Technical Proficiency: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint), particularly in creating and formatting documents. Experience with SharePoint for document management and collaboration. Familiarity with bid management software or CRM systems (e.g., Salesforce).
• Team Player: Ability to work collaboratively in a team and support colleagues in meeting deadlines and achieving team goals.
• Problem-Solving Skills: Ability to anticipate challenges and proactively resolve issues to ensure the smooth progress of the bidding process.

The following skills and experience are highly desirable:

• Other European languages
• Experience working with industries and European institutions on tenders, grants, or contracts in the space and cybersecurity sectors.
• Familiarity with contracts and understanding key terms related to Intellectual Property Rights (IPR) and General Data Protection Regulation (GDPR) requirements.

Why should you apply?

• You will have the opportunity to work within leading space organisations across Europe.
• We encourage everyone to think outside the box and to push the boundaries of traditional knowledge. This role is an opportunity to join a forward-thinking company and allows for a deeper understanding of the industry.
• To be part of a company that values integrity, inspiration, care and collaboration.
• Benefits include: competitive remuneration packages; unique career opportunities, including working in other countries; access to training and development programmes; flexible relocation support.

We welcome applications from people with disabilities, members of ethnic minorities, all genders, LGBTQ+ individuals and ex-service personnel.