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 a professional and administrative service support to the Bid Management and Business Development Teams with regards to preparation and submission of proposals.

You 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.

Tasks and activities

• Bid Preparation Support: Assist in the overall bid preparation, by taking responsibility in producing support material for proposals ensuring accuracy and completeness.
• 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.
• 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.
• 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.
• 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.
• Coordinate Internal Resources: Liaise with internal teams (e.g., HR, legal, finance, operations) to gather necessary information and ensure timely contributions.
• General Administrative Support: Provide general administrative assistance to the Bid Management Team, including calendar management, meeting coordination, and document preparation.
• Quality Control: Assist in proofreading, formatting, and ensuring all bid documents meet company standards, client specifications, and regulatory requirements.

Skills and experience

The following skills and experience are mandatory:

• Bachelor’s degree in business administration, project management, or a related field is preferred, or equivalent experience.
• Experience in bid management, project coordination, or administrative support.
• Excellent organizational skills with the ability to manage multiple tasks and deadlines in a fast-paced environment.
• High attention to detail, ensuring all bid documents are accurate, formatted correctly, and meet specified requirements.
• 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.
• 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).
• Ability to work collaboratively in a team and support colleagues in meeting deadlines and achieving team goals.
• Ability to anticipate challenges and proactively resolve issues to ensure the smooth progress of the bidding process.
• Proficient and fluent in English (Spoken and Written)

The following skills and experience would be highly desirable:

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

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.