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Bid Administrator Reports to: Bid Manager Location: Head Office, 60 Boucher Place, Belfast, BT12 6HT. About Us Gilbert-Ash is a multi-award winning business based in Belfast. As an Employee Owned Trust (EOT), Investors in People and Diversity Mark accredited business along with the accolade of Sunday Best Place to Work 2026, we are a people-centric workplace. At Gilbert-Ash we think creatively to help our clients deliver stunning and often challenging projects. It’s about considering the impact we have on local communities and the wider world – finding unique ways to maximise positive opportunities and smarter ways to offset the negative. It’s about working in a genuinely collaborative way with clients, an approach that sees them returning to us year after year with new projects, new challenges and new opportunities to do something bigger than just building. That’s because they understand what we’re about – that what we do together has the potential to make a difference. To our clients, their customers and the people who live and work and enjoy the places we create together. To the environment, both local and beyond. To the safety and wellbeing of our people who work smarter and harder because they know how much they mean to us and understand our clients’ trust is in their hands. Summary of the Role: Reporting to the Bid Manager, the post holder will support the preparation and submission of complete, comprehensive and competitive bids. As part of the Bids team, you will assist in the development of bid templates and documentation, while identifying opportunities to enhance the overall quality, consistency and efficiency of the bid process. Key Responsibilities / Accountabilities: • Assist in the development, delivery and coordination of incoming bid requests., • Establish from the initial documentation as to the commercial validity of the opportunity to the Company., • Ensure the highest standards of quality are maintained in the tender / bid application., • Support and drive the bid process, ensuring the most appropriate and relevant solutions are developed for each opportunity through effective coordination with internal and external stakeholders., • Establish, maintain and update a set of standardised answers and templated are stored for future bids., • Bid design and production including marketing materials and web development / information management., • Completion of pre-qualification questionnaires, obtaining information from other departments as and when required., • Working closely with the estimating department in compilation of pricing documentation ensuring accuracy and efficiency., • Participate in tender selection review meetings., • Lead or assist, when necessary, with tender applications / interviews., • Liaise with client / clients’ representatives in preparation of the bid / tender application., • Establish and maintain good relations with Clients / Design Teams, sub-contractors, suppliers and their representatives as well as any other stakeholders and ensure that opportunities for future work are followed through., • Maintain quality and environmental control procedures in accordance with ISO 9001and ISO 14001., • Maintain comprehensive and accurate records of own activity related to projects on Gateway to ensure traceability., • Fulfil Company CPD requirements and undertake all relevant training and development activities as and when required., • Contribute to the Company’s Corporate Social Responsibility and ESG initiatives. The above list is not exhaustive, and the post holder may be required to take on other duties and responsibilities for the effective and efficient performance of this role as requested by Bid Management. Person Specification: Required Experience: • This position is ideal for a graduate or an early-career professional with 1-2 years’ experience in administration or project support, looking to progress within a bid management environment., • Experience of managing multiple tasks and deadlines within a fast-paced environment., • Experience working collaboratively. Desirable Experience: • Previous experience supporting bid, tender, proposal or pre-construction processes, or equivalent., • Experience within the construction, engineering, professional services or similar industry., • Experience using bid management systems or document collaboration platforms., • Previous experience within an administration, coordination or support-based role. Required Education: • A minimum of a 2:1 bachelor’s degree (or equivalent) in a discipline such as Business, Marketing, Construction Management, Project Management, Law or a related field., • GCSE Maths and English at grade C or above (or equivalent). Required Skills & Abilities: • Strong analytical skills., • Strong attention to detail, with a high level of accuracy and consistency in work output., • Strong document formatting and proofreading skills., • Excellent organisational skills., • Excellent written and oral communication skills., • Good working knowledge of Microsoft Office packages., • Ability to work effectively as part of a team and independently., • Ability to manage multiple deadlines and priorities., • Strong time management skills., • Ability to work well under pressure., • Ability to follow structured processes accurately., • Ability to create and maintain good working relationships., • Proven troubleshooting skills. Other – Required: • Eligibility to live and work within the UK and ROI., • Driving Licence. Equal Opportunities: Gilbert-Ash Ltd. is an equal opportunities employer and therefore is committed to promoting diversity and equality of opportunity and does not discriminate, whether on grounds of race, gender, sexual orientation, gender re-assignment, disability, age, class, religion or belief, community background or passport held. These principles underpin our professional behaviour and are embedded in our policies, procedures, day-to-day practices, and external relationships. We therefore welcome and encourage job applications from a fully diverse range of candidates. Privacy: We are committed to protecting the privacy and security of your personal information as per the terms of our Privacy Policy, available on request from Gilbert-Ash Ltd.

Gilbert-Ash Overview: Gilbert-Ash is a Sunday Times Best Place to Work 2026, Investors in People, and Diversity Mark recognised employer, because our people matter. We think creatively to help our clients deliver stunning and often challenging projects. It’s about considering the impact we have on local communities and the wider world – finding unique ways to maximise positive opportunities and smarter ways to offset the negative. It’s about grabbing a hard hat, rolling up our sleeves and getting stuck in to see every job completed on time, on budget and with the minimum possible stress all round. It’s about working in a genuinely collaborative way with clients, an approach that sees them returning to us year after year with new projects, new challenges and new opportunities to do something bigger than just building. That’s because they understand what we’re about – that what we do together has the potential to make a difference. To our clients, their customers and the people who live and work and enjoy the places we create together. To the environment, both local and beyond. To the safety and wellbeing of our people who work smarter and harder because they know how much they mean to us and understand our clients’ trust is in their hands. That’s the way we like it. That’s what we’re about. Job Description: Job Title: Design Manager Reports to: Design Project Director Location: Will be dependent on the successful candidate so will be either Head Office, 60 Boucher Place, Belfast, BT12 6HT or ROI office at 51a Dawson Street, Dublin, D2 AN25, with travel to the Company’s construction sites throughout the UK and ROI. Summary of the Role: Reporting to the Design Project Director, the post holder will be responsible for managing the overall design of the projects allocated to them, this will include appointing, managing and monitoring progress of consultants, designers and specialist sub-contractors. Ensuring that the design is progressed in such a manner as to achieve all of the contracted deliverables, whilst maximising commercial opportunities and ensuring that all design information is released in lines with the requirements of the project construction programme and procurement schedule. Key Responsibilities / Accountabilities: • Developing a comprehensive understanding of the contents of the Employers Requirements and Performance specifications, looking for opportunities to develop the detailed design, maximising margins and reduce latent risks to Gilbert Ash., • Negotiating and executing the appointments, scope and fees of consultants and designers., • Preparing design programmes and Information Release Schedules, getting designers and specialist sub-contractor buy-in to these timescales and then managing the process and monitoring progress during the course of the project., • Reviewing key materials and interfaces, ensuring they are fit for purpose and provide long-term durable solutions without exposing Gilbert-ash to unnecessary latent maintenance or H&S risks., • Reviewing all design information, ensuring it is clear, complete, meets statutory requirements, complies with the ERs and is fully coordinated with all other disciplines., • Organising, scheduling and chairing technical meetings with members of the Design team and supply chain, during the pre and construction phases of the project. Generating technical queries and monitor response performance., • Managing the close out of statutory requirements on projects, in relation to Planning and the BCAR process., • Attending client meetings, reporting on design release/ design development progress, ensuring support and guidance is offered to the client in relation to requests and their obligations in the building design., • Participating in tender submissions and producing answers to questions to support the construction logic in line with coordination, design management, BREEAM, etc. Attending and presenting at client interviews., • Reviewing tender drawings and assisting the Estimating team in understanding any gaps or risks within the tender design., • Managing the RFI process, raising the RFI, following up with the relevant party, reporting on progress and closing out., • Managing the DAR (Document Approval Request) process, raising the RFI, following up with the relevant party, reporting on progress and closing out., • Managing the sample approval process, in a timeous manner, following up with the relevant party, reporting on progress and closing out. This applies both to Planning requirements and sample requirements within the ERs., • Setting up and managing Drawing Control protocol for issuing drawings and onward distribution to sub-contractors and the wider project team., • Overseeing the BREEAM tracker, ensuring all designers fulfil the requirements and provide the evidence for credits allocated to them. Assisting the Contracts Manager and QS in providing the evident required for contractor allocated credits., • Providing technical / commercial support to the project surveyor, relating to design development, VE, potential variations and settlement of final accounts., • Contributing to the compilation of the project handover documentation, O&M manuals, H&S files, Building User Guides and as-built information., • Developing construction staff knowledge through participation at technical meetings and site inspections, particularly, relating to awareness of scope, installation logistics, programme and interface issues., • Fulfilling health, safety and welfare responsibilities as detailed in the Company’s Policy and in compliance with ISO 45001. Chairing CMD design meetings to ensure that we are fulfilling our responsibility to design out H&S risks, and if there are residual risks that can’t be designed out, that the appropriate management strategies and mitigation measures are implemented., • Maintaining quality and environmental control procedures in accordance with ISO 9001and ISO 14001., • Ensuring design process recognises current legislation, standards and codes of practice where appropriate., • Creating and maintaining good relations with Consultants, Clients and Contractors ensuring effective communication channels are in place., • Ensuring the Company’s Site Waste Minimisation and Management Policy is applied during the design and development stage of the project., • Maintaining comprehensive and accurate records of own activity relating to projects on Gateway, enabling traceability., • Carrying out people management practices in line with the Company’s polices as well as any HR strategies / initiatives., • Fulfilling the role of mentor as and when required., • Encouraging, promoting and implementing sustainable design practices including innovative solutions., • Continually develop knowledge of innovative construction techniques and products, enhancing the business and fulfilling company CPD requirements., • Undertaking all relevant training and development activities as required., • Attending industry dinners, functions, seminars etc., as required on behalf of the Company., • Contributing to the Company’s Corporate Responsibility initiatives. The above list is not exhaustive, and the post holder may be required to take on other duties and responsibilities for the effective and efficient performance of this role. Person Specification: Required Experience: • 3+ years’ experience and knowledge of all aspects of construction projects., • Document Management., • Experience managing teams from different disciplines., • Proven experience creating co-ordinated, clear and coherent designs., • Experience in supervisory or organisational role within the construction industry. Desirable Experience: • Experience of carrying out appraisals. Required Education: • A related construction or design qualification: Degree / Post Grad Cert. MSc., • CSR or CSCS Card., • COSHH. Desirable Education: • Design qualification., • RIBA / ACE / APM / CIOB Membership., • AutoCAD / BIM, • SSSTS or SMSTS card., • Recognised First Aid at Work Qualification. Required Skills & Abilities: • Ability to create and maintain good working relationships with clients., • Excellent organisational skills., • Proven trouble shooting skills., • Ability to motivate., • Excelling written and oral skills., • Good working knowledge of Microsoft Office Packages., • Good attention to detail., • Good communication skills., • Ability to work effectively as part of a team. Desirable Skills & Abilities: • Knowledge of Web-based information Portals., • Knowledge of Building Information Modelling (BIM). Other – Desirable: • Eligibility to work within the UK., • Flexibility to work away from home for periods of a time. Equal Opportunities: Gilbert-Ash Ltd. is an equal opportunities employer and therefore is committed to promoting diversity and equality of opportunity and does not discriminate, whether on grounds of race, gender, sexual orientation, gender re-assignment, disability, age, class, religion or belief, community background or passport held. These principles underpin our professional behaviour and are embedded in our policies, procedures, day-to-day practices, and external relationships. We therefore welcome and encourage job applications from a fully diverse range of candidates. Privacy: We are committed to protecting the privacy and security of your personal information as per the terms of our Privacy Policy, available on request from Gilbert-Ash Ltd.

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