Bid Coordinator

G.A. DESIGN INTERNATIONAL LTD

Tobe part of the G.A Group is to create design that inspires and positively influences those who experience it. We value creative thinking and encourage all our team to be restless in the drive to provide industry leading design solutions for all our clients. All members of our team must have the ability to translate innovative ideas into reality.

G.A Group is seeking a highly organised and proactive Bid Coordinator to support our Business Development and Marketing teams in responding to new business opportunities and maintaining high-quality proposal and marketing materials. This position plays a vital role in ensuring the smooth coordination of Request for Proposal (RFP) submissions and the upkeep of our internal systems and databases that track leads and opportunities.

This is a full-time, in-person role based at our global headquarters in London . The successful candidate will work closely with senior team members, creative directors, project managers, c ontracts m anager, and marketing colleagues to ensure proposals and pitch materials are delivered professionally and on time.

Note: This role is not suited to candidates seeking a design-focused position.

Responsibilities

RFP & Proposal Coordination

• Log new leads and client requests (RFIs, RFPs, PQQs) into Salesforce or other tracking systems.
• Monitor the BD inbox and ensure prompt internal distribution of inquiries.
• Coordinate internal responses to RFPs by working with creative directors, project managers, and other stakeholders to schedule meetings, gather inputs, and ensure deadlines are met.
• Flag unusual RFP terms and coordinate legal input with the Contracts Manager.
• Assemble proposal content such as company information, team bios, case studies, and project visuals.
• Assist with formatting and finalising documents using Microsoft Office and PowerPoint templates.
• Track proposal statuses and maintain well-organised records of submissions.
• Work with the Marketing Executive to maintain and update the studio’s portfolio library, CVs, and case studies.
• Prepare client-facing presentations and pitch packs tailored to specific opportunities.
• Help manage and curate the image library and marketing assets for use in proposals.

CRM & Data Management

• Maintain accurate and up-to-date information in Salesforce, including leads, opportunities, and contacts.
• Generate and share pipeline or opportunity tracking reports for business development meetings.
• Ensure operator and stakeholder distribution lists are regularly reviewed and updated.

Skills

• Excellent organisational and time management skills.
• Strong written and verbal communication.
• Proficient in Microsoft Word, Excel, Outlook, and PowerPoint.
• Basic knowledge of Adobe InDesign and Acrobat preferred.
• Familiarity with Salesforce or other CRM systems is desirable but not essential.
• Ability to work under pressure and manage multiple priorities and deadlines.

Tobe part of the G.A Group is to create design that inspires and positively influences those who experience it. We value creative thinking and encourage all our team to be restless in the drive to provide industry leading design solutions for all our clients. All members of our team must have the ability to translate innovative ideas into reality.

G.A Group is seeking a highly organised and proactive Bid Coordinator to support our Business Development and Marketing teams in responding to new business opportunities and maintaining high-quality proposal and marketing materials. This position plays a vital role in ensuring the smooth coordination of Request for Proposal (RFP) submissions and the upkeep of our internal systems and databases that track leads and opportunities.

This is a full-time, in-person role based at our global headquarters in London . The successful candidate will work closely with senior team members, creative directors, project managers, c ontracts m anager, and marketing colleagues to ensure proposals and pitch materials are delivered professionally and on time.

Note: This role is not suited to candidates seeking a design-focused position.

Responsibilities

RFP & Proposal Coordination

• Log new leads and client requests (RFIs, RFPs, PQQs) into Salesforce or other tracking systems.
• Monitor the BD inbox and ensure prompt internal distribution of inquiries.
• Coordinate internal responses to RFPs by working with creative directors, project managers, and other stakeholders to schedule meetings, gather inputs, and ensure deadlines are met.
• Flag unusual RFP terms and coordinate legal input with the Contracts Manager.
• Assemble proposal content such as company information, team bios, case studies, and project visuals.
• Assist with formatting and finalising documents using Microsoft Office and PowerPoint templates.
• Track proposal statuses and maintain well-organised records of submissions.

Portfolio & Presentation Support

• Work with the Marketing Executive to maintain and update the studio’s portfolio library, CVs, and case studies.
• Prepare client-facing presentations and pitch packs tailored to specific opportunities.
• Help manage and curate the image library and marketing assets for use in proposals.

CRM & Data Management

• Maintain accurate and up-to-date information in Salesforce, including leads, opportunities, and contacts.
• Generate and share pipeline or opportunity tracking reports for business development meetings.
• Ensure operator and stakeholder distribution lists are regularly reviewed and updated.

Skills

• Excellent organisational and time management skills.
• Strong written and verbal communication.
• Proficient in Microsoft Word, Excel, Outlook, and PowerPoint.
• Basic knowledge of Adobe InDesign and Acrobat preferred.
• Familiarity with Salesforce or other CRM systems is desirable but not essential.
• Ability to work under pressure and manage multiple priorities and deadlines.

Abilities

• Problem solver/creative solutions.
• Eye for colour and materials.
• Work well under pressure and to timelines, while supporting the wider team.
• Work well independently as well as part of a team.

Personal Attributes

• Highly detail-oriented and dependable.
• Self-motivated with the ability to work independently.
• Proactive team player with a collaborative approach.
• Professional, clear communicator.

Requirements

• 1 to 5 years’ experience.
• Right-to-work in the UK.

Note: This description reflects the core activities of the role but is not intended to be all-inclusive. G.A Design International reserves the right to review this definition periodically and, if necessary, update, extend or reduce the above outlined role & responsibilities. Any major changes will be discussed with the employee. UPDATED: June 2025

To apply for the role, please complete the form below. To help us process your application more efficiently, please include your salary expectations, notice period, and cover letter in the message section.

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