Procurement Coordinator
HKS · London
Overview:
Owns the portal process and compliance management, supporting the operational execution of all submissions. Responsible for the centralized management of procurement portals, framework platforms, and related communications. Ensures the timely identification, qualification, coordination, and compliant submission of opportunities, while partnering closely with Practice Leaders and Bid Managers, who lead strategy and response development.This position primarily supports the Health, Education, and Life Sciences practices.
Responsibilities :
- Maintains active registrations across all procurement portals, frameworks, and related platforms
- Ensures portal profiles, certifications, and company information remain accurate
- Manages user access, credentials, alerts, and compliance documentation
- Serves as the primary point of contact within procurement portals
- Monitors portals daily for new opportunities, clarifications, addenda, and updates
- Reviews and logs new procurement notices, framework call-offs, and amendments
- Maintains a centralized tracker for portal activity, deadlines, and the overall opportunity pipeline
- Coordinates with Practice Leads to identify upcoming opportunities and register for those which are relevant
- Conducts initial compliance checks (eligibility, mandatory requirements, deadlines)
- Coordinates go/no-go input collection and documentation
- Drafts and submits clarification questions in coordination with Bid Managers
- Distributes opportunities, updates, and amendments to relevant Practice Leaders, Bid Managers, and pursuit team
- Tracks bid opportunities and active bids across all procurement and contract-finder platforms, ensuring timely internal distribution
- Manages submission checklists and portal-specific requirements ensuring deadlines are met without compromising quality
- Coordinates document formatting, uploads, file naming requirements, size limits, and final submission packaging
- Executes the final upload, verify submission confirmation, and archive submitted materials and receipts
- Tracks submission volumes, deadlines, outcomes, and maintain a hit-rate performance reporting
- Maintains a central repository of portal instructions, best practices, and lessons learned
- Supports ongoing process improvements to enhance procurement tracking and pursuit efficiency
Qualifications:
- Typically, with 3+ years of experience in bids, tenders, procurement, or business development support
- Experience with UK/EU public sector procurement processes and systems
- Experience working with UK portals and procurement frameworks
- Experience in architecture or construction-related field preferred
- Experience with Open Asset, SharePoint and similar platforms preferred
- Proficiency in MS Office Suite, including Microsoft Word, Excel and PowerPoint
- Knowledge of construction/RIBA Design stages, supply chain roles and procurement and selection routes including Design & Build, EPC, RFPs and design competitions preferred
- Proficient in document management systems and tracking tools
- Strong attention to detail and compliance orientation
- Strong interpersonal skills and the ability to interact with all levels of staff and clients; ability to forge trusting relationships within a diverse team
- Strong organizational skills and the ability to work on multiple projects at the same time
- Ability to proactively solve problems and apply creative, practical solutions
- Ability to work collaboratively within a team while also independently managing and prioritizing multiple tasks to meet deadlines effectively
- Travel may be required
If you currently work for HKS, please submit your application via the Internal Careers Portal.