Job Description
Job Purpose
Support the preparation and submission of high quality, compliant bid and proposal responses for public and private sector opportunities, representing the Fusion5 brand appropriately.
Coordinating bid activities, managing content and knowledge assets, supporting AI assisted drafting under controlled governance, and ensuring submissions meet procurement, probity, quality and presentation
standards expected of a systems integrator and solutions implementation provider.
Project manage Tender / Proposal response process to ensure on-time delivery of compelling, compliant and well-written proposals.
Continuously look for ways to improve the proposal and tender processes, content writing, ensuring key milestones and deadlines are met, to deliver the best possible, fully conforming proposals.
Provide broad advice, assistance and support to Sales teams.
Maintain information in CRM systems to enable effective usage across teams.
The role operates within structured bid governance frameworks and supports human led review, approval and accountability at all stages of the bid lifecycle.
Key Accountabilities
Bid coordination & Planning
∙Lead and/or support the development and submission of proposals or bid responses, working with the pre-sales teams, internal experts and third parties, as required.
∙Successfully communicate and collaborate with a variety of internal stakeholders and subject matter experts as needed, coordinate inputs from internal contributors (sales, solution architects, consultants, delivery leads and partners).
∙Contribute to the go-no-go process and the resultant win/loss reviews as appropriate.
∙Develop and maintain bid submission plans, including timelines, task allocations, review cycles and approval checkpoints.
∙Track progress against milestones and escalate risks to timelines, quality or compliance as required.
∙Ensure proposals are proofread, accurate and contain the latest and accurate information against relevant areas.
Key Accountabilities
Bid Coordination & Planning
∙Manage and monitor proposal content to ensure compliance with tender and RFP requirements, including:
- mandatory requirements
- response formats and schedules
- word/page limits
- attachments and declarations
and taking into account evaluation criteria.
∙Maintain compliance matrices or requirements registers to track responses and signoffs.
∙Support probitysafe bid processes through clear role separation (author, reviewer, approver) and controlled handling of bid information.
Quality Assurance and Document Production
∙Undertake quality reviews of bid content, including proofreading, consistency checks and compliance validation.
∙Apply advanced formatting skills in Microsoft Word and PowerPoint to produce professional, clientready documents.
∙Ensure consistency of tone, style and terminology across content developed by multiple contributors.
∙Coordinate final compilation and submission of bid responses, including document packaging and portal uploads.
Knowledge and Content Management
∙Maintain and improve bid templates, standard content, style guides and reusable assets.
∙Maintain and curate a structured bid content library (case studies, methodologies, CVs, solution descriptions, Loopio, MyF5 Sales Hub), ensuring content is:
- current and accurate
- evidencebased and traceable to real delivery experience
- suitable for reuse in AIassisted workflows
∙Support continuous improvement of bid tools, processes and resources.
Opportunity monitoring and bid intelligence
∙With the team, keep tender websites information up to date
∙Monitor relevant tender portals for relevant competitive procurement opportunities, circulate opportunities to the relevant stakeholders
∙Capture and/or share lessons learned, evaluator feedback and improvement actions from completed bids, in a manner consistent with procurement and probity requirements.
Sales Support
∙Provide proposal and PowerPoint presentation support including assisting with new and/or repurposing existing presentations, rebranding, and updating Case Studies.
∙Contribute to the research, writing and production of client-facing content such as corporate information, product information and other standard materials on behalf of Fusion5 in support of our products.
Key Accountabilities
AI Assisted Content Development(Governed use)
∙Use approved AI tools to assist with bid development activities, including:
opreparation of first drafts and outlines aligned to RFP structures
otailoring content to evaluation criteria and client priorities
osummarising SME inputs into clear, clientready language
oimproving clarity, consistency and structure of written responses
∙Apply professional judgement to review and refine AIassisted content to ensure:
ofactual and technical accuracy
oalignment with agreed solution approaches and delivery methods
oconsistency with organisational messaging and terminology
∙Ensure all AIassisted content is reviewed and approved by appropriate subject matter experts prior to submission.
∙Adhere to organisational policies governing responsible AI use, confidentiality and information security.
Key Behavioural Competencies
Flexibility & Adaptability
∙Adjusts to changing priorities, deadlines, and work processes seamlessly.
∙Maintains productivity and composure when faced with unplanned tasks, system changes, or unexpected challenges.
∙Embraces new technologies, tools, or methods, applying them effectively to improve workflow.
Problem Solving & Critical Thinking
∙Analyses situations logically and identifies practical solutions to challenges as they arise.
∙Evaluates competing priorities and decides the most effective course of action.
∙Ensures that decisions and actions contribute positively to overall efficiency and team success.
Consistently meets deadlines and commitments, even under pressure or when priorities shift. D
Dependability
∙Consistently meets deadlines and commitments, even under pressure or when priorities shift.
∙Becomes a reliable point of contact for managers, teams, and stakeholders, ensuring that critical tasks are completed without constant supervision.
∙Builds organisational confidence by following through on responsibilities, leading to smoother operations and stronger trust in administrative support.
Service orientation & Customer Focus
∙Prioritises the needs of internal and external stakeholders, delivering timely and high-quality support.
∙Anticipates requests and actively seeks to make processes easier for colleagues or clients.
∙Builds a reputation for reliability, helpfulness, and responsiveness
Resourcefulness & Initiative
∙Finds creative solutions to problems using available resources efficiently.
∙Takes ownership of tasks, identifying improvements or efficiencies without waiting for instruction.
∙Demonstrates independent thinking and judgment to resolve issues quickly and effectively
Adaptability to learning & Continuous Management
∙Embraces feedback and uses it to refine skills, processes, or approaches.
∙Actively seeks opportunities to learn new tools, software, or administrative methods.
∙Contributes to a culture of continuous improvement by suggesting and implementing workflow enhancements.
Teamwork & Collaboration
∙Works constructively with colleagues to achieve shared goals.
∙Shares knowledge, supports peers during high workload periods, and contributes to a cooperative environment.
∙Encourages collaboration across departments, helping break down silos and improve workflow.
Competence and Experience
Core Competencies
∙Customer Service Orientation
∙Multitasking & Prioritisation
∙Technology Proficiency
∙Adaptability & Flexibility
∙Problem-Solving
∙Collaboration & Teamwork
Success Factors
∙Demonstrates strong project ownership, managing each bid with clear timelines, defined responsibilities, and proactive follow-up to ensure on-time submission.
∙Applies rigorous attention to detail, ensuring full compliance with tender requirements, documentation standards, and submission protocols.
∙Aligns proposal content to client priorities and evaluation criteria, reinforcing clear win themes and competitive differentiators.
∙Anticipates risks and bottlenecks early, taking action before issues impact submission timelines.
∙Communicates clearly and professionally, ensuring stakeholders understand expectations, deliverables, and deadlines.
∙Continuously improves bid processes by capturing lessons learned and refining templates and workflows.
Experience
∙Experience supporting bids, proposals or tenders in a professional services, technology or systems integration environment.
∙Strong organisational and timemanagement skills, with the ability to manage multiple deadlines simultaneously.
∙High attention to detail and commitment to quality in written and visual outputs.
∙Advanced document formatting skills, particularly in Microsoft Word and PowerPoint.
∙Confidence using AI tools to assist with drafting, summaris...
