Job Description
ZigZag is looking for a Bid and Proposal Specialist to join our team!
The Role
We are looking for a Bid and Proposal Specialist to join our Partnerships Team and run the bid and proposal process for every piece of work we go after.
You will look after every bid, tender, EOI, portal application and proposal from receipt through to submission. You will coordinate the process, tailor and edit the content, refine CVs and case studies, and make sure every submission is compliant, polished and on time.
This is a specialist, hands-on role with no people management. Your focus is the bid and proposal process itself: attention to detail, tailoring, organisation and deadlines. You will keep contributors on track and make sure nothing leaves the client that is not client- ready.
You will also build and own an effective bid library, using AI and smart reuse of material so that every response is faster and better than the last.
What You’ll Do
Bid Coordination and Process Management
Run the end-to-end process for all bids, tenders, EOIs, portal applications and proposals, from opportunity receipt through to submission.
Set up each bid at kick-off: confirm requirements, build the compliance matrix, set the timeline, and allocate contributions and internal deadlines.
Keep contributors on track, following up early and consistently so inputs arrive on time and in the right form
Manage multiple concurrent bids, prioritising critical-path work and flagging clashes early.
Apply The client’s bid methodology, templates and AI-enabled tools to bring structure, pace and consistency to every submission.
Raise risks to deadlines, compliance or quality early with the relevant Partnerships lead.
Portals and Submission
Monitor and manage tender portals, registrations, addenda, clarifications and documentation requirements.
Manage submission logistics with precision, ensuring every submission is complete, compliant and lodged ahead of the deadline.
Maintain accurate records of submissions, outcomes and client feedback.
Tailoring, Writing and Editing
Tailor every response to the client, the evaluation criteria and the procurement environment. Generic content is not submitted.
Write, edit and refine content including executive summaries, methodologies, capability statements, case studies and risk responses.
Edit and tailor CVs for each opportunity so every team member’s experience is clearly aligned to the proposed role and the evaluation criteria.
Extract technical input from SMEs and translate it into clear, concise and persuasive language.
Format response documents accurately and quickly, adhering strictly to templates, styles, page limits and submission requirements.
Quality and Attention to Detail
Bring an exceptional eye for detail to every document: accuracy, consistency, grammar, formatting, naming and compliance.
Conduct rigorous compliance and quality checks before every submission, against both the client brief and Struber’s client-ready standard.
Ensure consistency of tone, terminology and brand across every submission, regardless of how many contributors are involved.
Bid Library, AI and Content Reuse
Build, own and maintain a well-structured bid library of CVs, case studies, project sheets, capability statements, methodologies and standard responses.
Keep all library content current, accurate, version-controlled and submission-ready.
Use AI tools proficiently to draft, tailor, summarise, check and repurpose content, increasing speed without compromising quality.
Reuse and adapt existing material intelligently so each bid builds on the last.
Learning and Continuous Improvement
Learn quickly across the Client’s services, sectors and clients, and apply that knowledge in every submission.
Capture lessons learned and debrief feedback, and embed improvements into templates, the bid library and the process.
Suggest and implement improvements to bid processes, templates and tools that lift quality, efficiency and win rates.
Working Within the Partnerships Team
Work as part of the Partnerships Team, supporting pursuit leads with bid/no-bid input and submission planning.
Build strong working relationships across Partnerships, Delivery, Systems, and Digital and Design to secure timely, high-quality input.
Participate in bid strategy discussions and debriefs, contributing a process, compliance and quality perspective.
What You Bring
An exceptional eye for detail. You notice what others miss and do not let errors through.
Strong tailoring skills, with the ability to shape existing material precisely to a client, its criteria and its audience.
Highly organised, with a disciplined approach to running process, timelines and version control.
Efficient and composed under deadline pressure, with the confidence to keep contributors on track.
A fast learner who picks up new sectors, services and procurement requirements quickly.
Proficient with AI tools and comfortable using them every day to work faster and smarter.
Strong writing, editing and formatting skills, including advanced Microsoft Word.
Experience in bid, tender or proposal coordination, ideally in professional services or infrastructure, is highly regarded.
ZigZag is committed to building a diverse, inclusive, and equitable workplace. We believe that talent knows no borders, and we welcome individuals from all backgrounds to help us shape the future of work. Guided by transparency and agility, we foster an environment where everyone is valued and empowered to thrive.
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