Bid Coordinator

About PayByPhone

At PayByPhone, our strength is our people. Behind our product is a talented, creative, and driven multi-disciplinary team united by a shared ambition: to make everyday mobility simpler. We believe innovation should be collaborative, learning should be constant, and work should be enjoyable. As we grow, we’re looking for people who want to grow with us.

Together, we’re on an ambitious mission to create intuitive technology solutions that deliver world-class user experiences. We are a fast-growing, forward-thinking company and already help more than 60 million users across North America and Europe. Our technology helps millions of consumers pay quickly, easily, and securely - without waiting in line, carrying change, or worrying about costly fines.

About The Role

Location: Hatfield, UK (Hybrid)

Employment type: Full-Time, Permanent

Reports to: Managing Director, UK

As Bid Coordinator, your primary purpose is to support the UK Commercial team across the entire bid process, from identification through to submission and pre-award negotiations. You will make confident use of AI and automation tools to accelerate bid searching, requirement analysis, drafting and content management - applying your own judgement to ensure every submission is accurate, compliant and delivered on time. By combining strong organisational skills with discerning use of technology, you help the team pursue more opportunities without any loss of quality, contributing directly to the achievement of our UK business development objectives.

Key Responsibilities

• Support the Company’s bid process from identification to submission and pre-award negotiations.

• Analyse bid requirements.

• Use AI-enabled tools (e.g. Responsive) to produce first-pass drafts from our approved content library, then review, tailor and quality-check them for accuracy, tone and compliance before submission.

• Use AI to analyse incoming RFP/ITT documents - extracting requirements, deadlines and evaluation criteria - to speed up bid/no-bid decisions and de-risk compliance.

• Comfortable learning and using software tools such as MS Office, Salesforce and Responsive.

• Write and edit documents for readability, consistency and appropriate tone, describing company capabilities, sector knowledge, management approach and/or past performance.

• Provide support in putting together exceptional bids that clearly demonstrate product benefits, and accurately respond to all elements to meet or exceed the bid requirements within the stipulated timeframes.

• Track bid responses and evaluations of bid responses.

• Obtain approvals by reviewing proposals with key providers and project managers.

• Support developing effective processes, assets and resources for successful bid submissions.

• Participate in bid/no-bid reviews with the UK Commercial team. Conduct win/loss reviews.

• Maintain and improve the Responsive Answer Library, keeping AI-drafted and reusable content accurate, current and on-brand.

• Work with Marketing to curate bespoke materials for bid responses.

• Manage content on Commercial Team Confluence pages, as it relates to the bid process.

• Commercial Team special projects as assigned by the Managing Director, UK.

Required Qualifications

• 3+ years’ experience in bid coordination related activities.
• Experience working in a fast-paced, rapidly changing environment.
• Experience in gathering information for reports.
• Able to gather information accurately and quickly from multiple sources.
• Experience working in Responsive is an asset.
• Experience in generating Salesforce reports is an asset.
• Confident using AI and automation tools to accelerate research, drafting and content management - with the judgement to check, edit and validate AI output rather than take it at face value.
• Proven ability to learn new software programs, and able to learn quickly.
• Intermediate in Excel and PowerPoint.
• Strong research skills across web, AI and internal knowledge sources.
• Prior experience using Salesforce or other CRM.

What We Offer

Compensation: The expected salary range for this role is £37,000 - £43,000. Final compensation will be based on factors such as experience, skills, qualifications, and internal equity.

Private Healthcare:Available to all permanent employees effective Day 1, with no waiting period as well as optional dental coverage.

Pension scheme:All permanent employees get access to our pension scheme with 5% employer contribution

4x Life insurance: All permanent employees are covered under our life insurance

Career Growth & Learning Support: Opportunities for professional development, continuous learning, and career progression.

Working at PayByPhone

We operate in a world that’s constantly evolving - and change is something we embrace. Our values guide how we show up for one another and for our customers every day. In short, we:

• Make things happen
• Stay curious
• Work together
• Have fun
• See through our customers’ eyes

These principles shape how we collaborate, innovate, and deliver on our commitments.

We’re also committed to fostering a diverse and representative workforce and an inclusive environment where everyone is treated with respect and fairness. We do not tolerate discrimination or harassment in our workplace or throughout our hiring process. Our hiring decisions are grounded in business needs, role requirements, and individual qualifications - ensuring we reflect the talent and communities we serve.

PayByPhone is committed to providing accommodation throughout the recruitment process. If you require accommodation, please reach out to us at [email protected].

Want to see our values in action? Visit our Instagram and LinkedIn. Curious about the story behind our values? Head over to our About Us page to learn more.