Bid Coordinator (L2 - Senior Associate) - Market Operations - 17 Month Secondment/FTC - Birmingham

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The opportunity

UKI Markets is at the heart of EY's ambitious growth strategy. The team is responsible for working with our clients and EY colleagues to maintain and improve EY's brand as well as identifying and supporting new revenue opportunities.

The Markets Frameworks Management Team (FMT) connects our Sectors and GEOs with Government and Public Sector clients to new business opportunities and new Routes to Market whilst protecting the firm through rigorous risk management and compliance processes.

The FMT is a key component of our ability to identify new business opportunities for EY, as well as maintaining the appropriate reporting and compliance for Government and Public Sector (GPS) framework and Dynamic Purchasing System (DPS) revenues externally to the relevant authorities.

The FMT supports the full tender management process across the bid lifecycle, from identifying new business opportunities on 300+ procurement portals, to supporting Sector teams to submit bid proposals, to notifying bid teams of the outcomes of their submissions.

Where new business is contracted through one of the 80+ frameworks and DPSs, the FMT also ensures EY complies with the contractual obligations to report orders and revenues and pay any associated management charges.

EY maximises its growth potential by ensuring we are registered on the appropriate GPS frameworks and DPSs and by ensuring we comply with the requirements to report orders and invoices and undertake regular internal audits and annual self-certification processes. We currently undertake > £180m work per year through these important channels, across multiple sectors and all Service Lines.

The FMT Bid Coordinator reports to the FMT Reporting and Insight Manager and you are expected to support sector teams bidding for new business opportunities by performing the key responsibilities detailed below, contributing to the FMT's priorities and objectives.

Your key responsibilities

1. New Opportunity Tracker
   • Ensuring all Public Sector new business opportunities are accurately tracked through the full bid lifecycle (from receipt of new tenders / listings, to qualification, to bid submission and to tender outcome decisions)
   • Analysing Account Tracker data and producing insights to support improved new business tendering processes, identification of relevant new business opportunities and reduce distribution of inappropriate opportunities
2. Bid Support
   • Managing the FMT shared mailboxes to ensure that opportunities and clarifications are circulated to the business within Service Level Agreements (SLAs)
   • Managing the 300+ UK Government portals to ensure that EY has access to new business opportunities, including maintaining the portal password files and the portal search terms and CPV codes
   • Monitoring the automated tender solution to ensure the Bot is processing new opportunities correctly and managing all exceptions raised
   • Manually processing new opportunities which cannot be managed by the Bot and using technology solutions (such as EYDelivers) to enable bid teams to have access to restricted tender documents
   • Managing and updating the Bot mapping files and correcting any exceptions identified
   • Responsible for ensuring accuracy of information issued to the business on new bids
   • Arranging and uploading bid submissions on Public Sector portals (including managing deadlines, diary invites, Portal walkthroughs, sharing online questionnaires with bid, confirming submissions, and saving copies of bid submissions to G&I shared drives)
   • Managing clarification questions received from potential clients by accessing portals and distributing updates to Focus Account and bid teams
   • Updating Account Trackers as required with clarifications / information received from potential clients
   • Uploading queries raised by Sector and bid teams to procurement portals
   • Managing Listings process including sorting new business opportunities by Focus Account, removing duplicates, sending to agreed distribution lists and copying to relevant GDS Account Coordinator so they can update the Tracker
   • Build a solid understanding of UK Government frameworks and DPSs to provide first class support to all stakeholders
3. Knowledge Management
   • Proactively building and maintaining a thorough understanding of the end-to-end tender management processes to enable the FMT to provide first-class support to the business (including understanding the automated Bot solution, EY's Government security instructions and EY technology solutions such as EYDelivers)
   • Provide professional and timely first and second level management of queries received in respect of procurement activities including from external clients, bid teams and Pursuits Teams and queries regarding using UK Government frameworks and DPSs via email, Teams, and telephone calls
   • Developing, maintaining, and updating process guides and frequently asked questions files (FAQs) to ensure queries raised by the business can be handled quickly and efficiently
4. Process Improvement
   • Provide a solid contribution into the continued success of the FMT by using initiative to identify and deliver process improvement projects, including identifying further opportunities for automation / offshoring across the FMT
   • Play an active role in facilitating positive change within the team to improve services offered to the business including managing and delivering key FMT projects
   • Contribute to the capturing of insights e.g., proactively identify and manage key issues and trends with an aim to enhancing wider team development
   • Contribute to Markets projects to deliver improved processes and outcomes to the wider Markets team
5. Relationships
   • Leaning in to support FMT colleagues across FMT mailboxes during periods of increased volumes, holidays, and absence (including supporting and managing the Assistant Bid Coordinator responsibilities)
   • Own, build, and maintain relationships with key stakeholders within UKI Markets, including Partners, Business Development teams, Focus Account teams, bid teams across Sectors and Service Lines, Account Coordinators and external clients / procurement teams
   • Working collaboratively and in conjunction with Business Development and Account Coordinators to support new business opportunities for the firm
   • Joining and contributing to regular calls and meetings to develop relationships

Skills and attributes for success

• Flexibility and willingness to work as part of a team or on your own initiative
• Excellent interpersonal and communication skills
• Ability to learn new processes and skills quickly and to develop understanding of UK Government portals, tender procurement processes and frameworks and DPSs
• Ability to interact well and build relationships with people at all levels within the firm and to collaborate with colleagues and peers within Markets, Sectors and Service Lines
• Proactive problem solver with the desire to embrace and drive change to deliver process improvements and efficiencies across the FMT and other teams supporting the end-to-end tender management processes
• Ambitious with a strong desire to succeed at EY and drive your career through focused learning and personal development
• You will require BPSS (Baseline Personnel Security Standard) level to perform this role, so must be willing to go through the required process

To qualify for the role you must have

• Understanding of project management methodologies and delivering process improvement projects would be useful
• Understanding and experience of UK Public Sector procurement processes is preferred but not essential
• Experience in a Sales / Business Development administrative role preferred but not essential
• Reporting experience would be beneficial as you will be working with the FMT Reporting and Insight Manager on capturing and manipulating key data / metrics to provide meaningful reporting to the business

Ideally, you'll also have

• Flexibility and willingness to work as part of a team or on your own initiative
• Excellent interpersonal and communication skills

What we look for

• Strong team player with an enthusiastic, can-do attitude and the drive to get the job done and to deliver key FMT priorities and projects
• Excellent time management and organizational skills and results oriented - ability to prioritise workload, work under pressure to meet tight deadlines, manage several tasks concurrently

What we offer
We offer a competitive remuneration package where you'll be rewarded for your individual and team performance. Our comprehensive Total Rewards package includes support for flexible working and career development, and with MyReward you can select benefits that suit your needs, covering holidays, health and well-being, insurance, savings, and a wide range of discounts, offers and promotions. Plus, we offer:

• Continuous learning: You'll develop the mindset and skills to navigate whatever comes next.
• Success as defined by you: We'll provide the tools and flexibility, so you can make a meaningful impact, your way.
• Transformative leadership: We'll give you the insights, coaching and confidence to be the leader the world needs.
• Diverse and inclusive culture: You'll be embraced for who you are and empowered to use your voice to help others find theirs.

Please note
Prior to finalizing your application, you will be asked to provide personal information across several dimensions of diversity and inclusiveness. The information you provide is kept entirely confidential and will not be used to evaluate your candidacy. We collect this data to help us analyse our recruitment process holistically and implement actions that promote diversity and inclusiveness. While optional, we encourage you to provide this information to hold us accountable towards our goal of building a better working world. Read more about our commitment to diversity & inclusiveness here. We ask because it matters!

If you can demonstrate that you meet the criteria above, please contact us as soon as possible.

The exceptional EY experience. It's yours to build.

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