Contracts and Bid Coordinator

Role Purpose

The Contracts and Bid Executive reports into the Operations Manager and works closely with the Managing Partner to support the studio's commercial and business development activities, focusing on preparing RFPs, bids, and tender submissions. The role involves coordinating input from the design team and leadership, ensuring submissions are accurate, compliant, and professionally presented.

This role is designed for someone organised, detail-oriented, and interested in the commercial and operational side of design. After training on the internal PSA software Scoro, the role also includes responsibility for supporting the studio's financial and project administration processes, including quotations, reporting, timesheets, and project productivity monitoring.

Key Responsibilities

Bids, RFPs & Proposals

• Prepare and coordinate RFP, tender, and bid submissions from start to finish, with support from the Operations Manager
• Review bid requirements and ensure compliance with client and procurement instructions
• Gather, organise, and coordinate input from designers, leadership, and consultants
• Edit, format, and proofread submission content for clarity, consistency, and tone
• Prepare proposals using MWM templates
• Manage schedules, deadlines, and online submission portals
• Liaise with clients or external procurement teams to respond to clarifications and queries
• Track submitted bids, outcomes, and feedback to support continuous improvement

Management of PSA Software (Scoro) & Financial Systems

• Manage the PSA software (Scoro) in relation to RFPs, existing and potential projects, client information, and project onboarding
• Upload received project documents and information (layouts, briefs, etc.) to Scoro
• Generate quotes using Scoro and coordinate with the BD team for final submission
• Convert awarded projects from quotation to live projects in Scoro
• Assist with timesheet management and milestone adjustments in Scoro
• Maintain accurate project data, reporting, and Xero-to-Scoro communication
• Work with the Finance Executive to maintain employee CTC rates for quotation purposes
• Monitor team actual vs. allocated hours and support Finance with project productivity reporting and feedback

New / Awarded Projects

• Create project folders (Projects, Proposals, LOAs, Invoices/Receipts)
• Prepare or review Letters of Appointment (LOAs) and client agreements
• Create project briefing documents to collect key client information
• Request and store Trade License and VAT Certificates in the LOA folder
• Issue signing fees via Scoro and Xero

Contracts & Bid Documentation

• Assist with contract administration and document control
• Maintain templates, CVs, project sheets, and standard bid materials
• Maintain an up-to-date bids and contracts register within the Scoro pipeline

Coordination & Studio Support

• Share RFP pipeline and bid status information with the Finance team
• Coordinate with the BD team during weekly pipeline meetings
• Provide general administrative support to business development activities

Skills & Experience

Skills

• Strong written English with excellent attention to detail
• Excellent organisational and time-management
• Confident using Microsoft Word, PowerPoint, Excel, Scoro, and XERO
• Ability to manage multiple deadlines and priorities
• Proactive, reliable, and comfortable working within a small team
• Methodical, dependable, and adaptable
• Comfortable handling a varied workload in a studio environment
• Strong interest in the commercial and operational side of design
• Eager to develop skills in bids, contracts, and business development

Experience / Exposure

• 2–5 years' experience in bids, proposals, administration, or coordination roles
• Exposure to interior design, architecture, or creative industries
• Basic understanding of contracts, tenders, or procurement within high-end residential and commercial interior design
• Experience with document formatting and working with branded templates