Procurement Coordinator

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.