Overview:

Owns the portal process and compliance management, supporting the operational execution of all submissions. Responsible for the centralized management of procurement portals, framework platforms, and related communications. Ensures the timely identification, qualification, coordination, and compliant submission of opportunities, while partnering closely with Practice Leaders and Bid Managers, who lead strategy and response development.

This position primarily supports the Health, Education, and Life Sciences practices.

Responsibilities :

Maintains active registrations across all procurement portals, frameworks, and related platforms
Ensures portal profiles, certifications, and company information remain accurate
Manages user access, credentials, alerts, and compliance documentation
Serves as the primary point of contact within procurement portals
Monitors portals daily for new opportunities, clarifications, addenda, and updates
Reviews and logs new procurement notices, framework call-offs, and amendments
Maintains a centralized tracker for portal activity, deadlines, and the overall opportunity pipeline
Coordinates with Practice Leads to identify upcoming opportunities and register for those which are relevant
Conducts initial compliance checks (eligibility, mandatory requirements, deadlines)
Coordinates go/no-go input collection and documentation
Drafts and submits clarification questions in coordination with Bid Managers
Distributes opportunities, updates, and amendments to relevant Practice Leaders, Bid Managers, and pursuit team
Tracks bid opportunities and active bids across all procurement and contract-finder platforms, ensuring timely internal distribution
Manages submission checklists and portal-specific requirements ensuring deadlines are met without compromising quality
Coordinates document formatting, uploads, file naming requirements, size limits, and final submission packaging
Executes the final upload, verify submission confirmation, and archive submitted materials and receipts
Tracks submission volumes, deadlines, outcomes, and maintain a hit-rate performance reporting
Maintains a central repository of portal instructions, best practices, and lessons learned
Supports ongoing process improvements to enhance procurement tracking and pursuit efficiency

Qualifications:

Typically, with 3+ years of experience in bids, tenders, procurement, or business development support
Experience with UK/EU public sector procurement processes and systems
Experience working with UK portals and procurement frameworks
Experience in architecture or construction-related field preferred
Experience with Open Asset, SharePoint and similar platforms preferred
Proficiency in MS Office Suite, including Microsoft Word, Excel and PowerPoint
Knowledge of construction/RIBA Design stages, supply chain roles and procurement and selection routes including Design & Build, EPC, RFPs and design competitions preferred
Proficient in document management systems and tracking tools
Strong attention to detail and compliance orientation
Strong interpersonal skills and the ability to interact with all levels of staff and clients; ability to forge trusting relationships within a diverse team
Strong organizational skills and the ability to work on multiple projects at the same time
Ability to proactively solve problems and apply creative, practical solutions
Ability to work collaboratively within a team while also independently managing and prioritizing multiple tasks to meet deadlines effectively
Travel may be required

If you currently work for HKS, please submit your application via the Internal Careers Portal.

HKS ARCHITECTS LIMITED - UK

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