Bid Support Analyst

We’re Civica and we make software that helps deliver critical services for citizens all around the world. From local to state government, to education, to health and care, over 5,000 public bodies across the globe use our software to help provide critical services to over 100 million citizens.

 Our aspiration is to be a GovTech champion everywhere we work around the globe, supporting the needs of citizens and those that serve them every day. Building on 21 years of continuous growth and success, we're at a pivotal point on our journey to realise that aspiration.  As a company, we’re passionate about what we do and the citizens we help to serve. If you too would like to help champion the use of technology in public services, to improve outcomes for citizens and public sector organisations, then Civica is the right place for you. We will help you unlock the best version of yourself, achieve growth in your career whilst making a real difference to people and communities.

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Bid Portal and Inbox Admin

Managing procurement portals and bid inboxes:

• Proactively managing procurement portal communications
• Identifying inbound portal and framework opportunities by monitoring bid inboxes
• Distributing tender opportunities from portals and frameworks to the correct sales executive for qualification

Bid Collateral Management

Support the bid managers through the management of proactive review and maintenance of the bid collateral areas. This will include:

• Establishing content owners and reviewers
• Establishing review cycles for bid content
• Monitoring the usage of content with a view to prioritizing maintenance effort
• Sending reminders, and tracking update activity
• Reporting on collateral update performance and making proactive recommendations to help prioritize update effort

Standard Bid Responses

Support the bid managers by completing boilerplate bid responses relating to Civica company information and certifications.

Bid Review

Support the bid managers through contributing to white level review of the bid deliverables. This will include reviewing documents for grammar, syntax, layout and semantics.

Bid Portal and Inbox Admin

· Ensure Civica registered on all required framework portals, with appropriate company registration information.

· Ensure Civica registered for notification of all relevant opportunities, by updating CPV codes on portals or similar mechanisms.

· Assess, prioritise and triage all incoming notifications of opportunities.

· Triage and distribute opportunities (including downloading documents) to appropriate sales executive.

· Meet with sales executives weekly to review opportunities and identify improvements to triage.

· Proactively manage portal information and cascade to the relevant Civica teams. This includes time critical items such as responses to clarification questions for tenders.

· Filter and delete emails containing unsolicited marketing or duplicate notices.

· Handle junk and malicious emails responsibly, adhering to Civica’s ISO27001 accredited information Security Policy.

· Maintain file structures in mailboxes to ensure visibility and appropriate archiving.

Bid Collateral

• Create and manage a register of bid collateral owners
• Establish review cycles for bid collateral
• Monitor the usage of content within bids with a view to prioritizing maintenance effort
• Send collateral review reminders, and track to completion
• Provide management reports on collateral usage and collateral updates

Standard Bid Responses

Support the bid managers by completing boilerplate bid responses relating to Civica company information and certifications.

Bid Review

Support the bid managers through contributing to white level review of the bid deliverables. This will include reviewing documents for grammar, syntax, layout and semantics.

Bid Portal and Inbox Admin

· Ensure Civica registered on all required framework portals, with appropriate company registration information.

· Ensure Civica registered for notification of all relevant opportunities, by updating CPV codes on portals or similar mechanisms.

· Assess, prioritise and triage all incoming notifications of opportunities.

· Triage and distribute opportunities (including downloading documents) to appropriate sales executive.

· Meet with sales executives weekly to review opportunities and identify improvements to triage.

· Proactively manage portal information and cascade to the relevant Civica teams. This includes time critical items such as responses to clarification questions for tenders.

· Filter and delete emails containing unsolicited marketing or duplicate notices.

· Handle junk and malicious emails responsibly, adhering to Civica’s ISO27001 accredited information Security Policy.

· Maintain file structures in mailboxes to ensure visibility and appropriate archiving.

Bid Collateral

• Create and manage a register of bid collateral owners
• Establish review cycles for bid collateral
• Monitor the usage of content within bids with a view to prioritizing maintenance effort
• Send collateral review reminders, and track to completion
• Provide management reports on collateral usage and collateral updates

· SC clearance to enable handling of secure bids

• Attention to detail.
• Ability to self-organise and prioritise tasks according to business need.
• Excellent written and verbal communication skills including English language skills.
• Knowledge of Microsoft Office suite (in particular, Outlook, Word, Excel and PowerPoint).
• Use of Teams for Business.
• Ability to work to tight deadline and time constraints.
• Upholds confidentiality and data protection.
• Works well both on their own and as part of a team.
• Demonstrate an ability to recognise and respond to changing priorities and requirements.
• Self-starting and self-motivated with a positive, can-do attitude.
• Use initiative but feel comfortable asking for assistance when required.

• Understanding of Civica professional service offerings, propositions and capabilities.

Why You'll Love Working with UsAs a company, we're passionate about what we do and the citizens we serve. If you, too, want to champion the use of technology in public services to improve outcomes for citizens and public sector organizations, then Civica is the right place for you. We will help you unlock the best version of yourself, achieve career growth, and make a real difference to people and communities.
We know that when our people are happy, they work better and have greater job satisfaction. Here's what you can expect:

• Diversity & Inclusion: We're all different—and we love this about us. We provide an inclusive, safe, and welcoming environment to all Civicans, new and old.
• Focus on Learning: There are heaps of opportunities to help you grow and be your best. We encourage you to drive your personal development and career.
• Giving Culture: We encourage you to "give back" with benefits such as our Days of Difference leave, where you can volunteer for a charity of your choice.
• Flexible Work: We have the technology and tools to support you working in our hybrid environment.