Bids Administrator - Tenders

Byrne Wallace Shields LLP is a large and progressive law firm, providing a full range of legal services to our clients. The working environment is both challenging and interesting, as we are at the leading edge in many of the legal areas in which we practice. 

We currently have a vacancy for a Bids / Tenders Administrator to join our growing Business Development team. The role will primarily involve assisting the team with the production and co-ordination of winning pitch and tender documents for a range of practice areas but will also extend to broader business development initiatives.

The successful candidate will work closely with the Tenders and Business Development team and Divisional Heads to coordinate and compile the firm’s tender documents and maintain tender precedent content.

Reporting to the Tendering & Bids Manager on a day-to-day basis, the role will have the following responsibilities:

• Maintaining the biographies for Partners and Associates for use in tenders and proposals
• Liaising directly with Partners and Associates and coordinating CV requests for ongoing tenders
• Updating standard template CVs for all fee earners with new endorsements following publication of Legal 500 and Chambers & Partners
• Creating new standard CV templates for new hires and NQ Solicitors following qualification, liaising with People & Talent and Marketing for photos
• Updating and maintaining the tenders tracker, adding new opportunities, results, fees, feedback
• Assisting the BD executive in maintaining the CRM system (InterAction) with firm notes including stop/go decisions, tender results, updating contacts, inserting activities, contract review notifications etc.
• Assisting with maintaining and updating
  • central bids library
  • the case studies library with recent reference examples used
  • the OGP content tracker and OGP cost analysis tracker
  • the Contracts Database
  • fee earner calling cards, firm organisational chart and drafting team charts
• Managing the leaver/starter processes with regard to InterAction, PQE list, and CVs
• Monitoring the ongoing projects tracker
• Attend relevant tenders meetings and action follow up items, as necessary
• Responding to ad hoc queries daily relating to photos, CVs, compliance, hourly rates, content and general queries

Suitable candidates will be able to demonstrate:

• Flexibility and ability to stay with a project until it is completed and the target deadline is met
• Ability to communicate and prioritize is vital to the success of this role
• A high level of motivation and an ability to act on one’s own initiative.
• Strong Microsoft Office skills in particular Word, Excel, PowerPoint, SharePoint and Indesign (beneficial).
• Staff may be requested to carry out such reasonable tasks as may from time to time occur

If you are interested in being considered for the above position, please submit your CV in confidence to by email at recruitment@byrnewallaceshields.com. For further information on Byrne Wallace Shields LLP, please see our website byrnewallaceshields.com.