Bid/Response Coordinator

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    "description": "<p><span style=\"font-size: 36pt\"><span style=\"font-family: Inter, sans-serif; font-size: 18pt; font-weight: bold\">The <span style=\"color: rgb(0, 0, 0)\">part</span> you’ll play</span><span><br></span></span></p>\n<p>As Bid/Response Coordinator at Docuvera, your purpose is to own the end-to-end process for the complex, cross-functional customer and prospect requests that shape how our customers evaluate us as a partner — RFIs, RFPs, vendor questionnaires, security questionnaires, and other due diligence requests.</p>\n<p>You act as the single intake point and directly responsible individual (DRI) for every response in flight. When a bid arrives, you document the submission requirements, build the preliminary schedule, notify the core team, and support the go/no-go conversation with both the Commercial and Technical areas of the company. From there, you draft the non-specialist content yourself using custom-built LLM models and knowledge bases, coordinate subject matter expert (SME) content for specialist sections, compile and circulate drafts through internal<br>review milestones, drive final review with the Commercial Heads, and submit the response on time. Where an answer exists in approved source material (Vanta, Confluence, our approved AI assets) you retrieve and apply it; where it does not, you route the question to the right SME and manage the response.</p>\n<p>You also run and maintain the tooling stack that supports this work, and apply lightweight automation to reduce manual handoffs. Final sign-off on content remains with the SME or Head of that function. You own the process that gets responses ready for sign-off and out the door, accurate, consistent, and complete.</p>\n\n\n\n\n<br>\n<p><span style=\"font-size: 36pt\"><span style=\"font-size: 18pt; font-weight: bold\">The impact you’ll make</span> <span><br></span></span></p>\n<p>Ultimately, your impact is defined by consistently delivering accurate, well-sourced responses on time — with measurably less interruption to SMEs and executives, fewer eleventh-hour scrambles, and a growing library of reusable, approved answers that makes every subsequent response faster and stronger.</p>\n<p><br></p>\n\n\n\n\n\n\n<p><span style=\"font-size: 36pt\"><span style=\"font-size: 18pt; font-weight: bold\">What you’ll focus on</span><span><br></span></span></p>\n<p><span style=\"font-size: 18pt\"><span style=\"font-size: 14pt\">Intake and response management</span><span><br></span></span></p>\n<ul>\n<li>Serve as the single intake point for all inbound RFIs, RFPs, vendor questionnaires, security questionnaires, and related due diligence requests.</li>\n<li>Document the submission requirements on day one; number and type of documents, format and portal requirements, deadlines, dependencies — and build the preliminary internal schedule from those constraints.</li>\n<li>Notify the core team, distribute the bid with an AI-assisted summary, and run the go/no-go conversation with Sales and the Heads (or their designees) across the contributing functions.</li>\n<li>Once a response is a go, assign sections to the relevant Heads, manage internal review milestones, and compile drafts at each stage through to the final submission-ready version.</li>\n<li>Drive final review with Revenue, Finance, Marketing, and the relevant Heads, and submit the response on time — acting as the DRI from intake through submission, with clear ownership, visible status, and defined escalation paths throughout.</li>\n</ul>\n<p><span style=\"font-size: 18pt\"><span style=\"font-size: 14pt\">Drafting, assembly, and SME coordination</span><span><br></span></span></p>\n<ul>\n<li>Draft the non-specialist sections of responses directly — company background, commercial content, process narrative, standard product positioning, and any answer where approved source content is sufficient.</li>\n<li>For specialist sections (security, quality, architecture, validation, regulatory), coordinate input from the relevant SMEs and Heads. Where the answer exists in approved source material, retrieve and apply it; where it does not, route the question and manage the response.</li>\n<li>Assemble multi-contributor responses into a single, cohesive submission that reads with one voice.</li>\n<li>Edit for clarity, consistency, and tone without changing the substance of SME answers.</li>\n<li>Flag contradictions, gaps, or content that looks out of date back to the relevant owner.</li>\n</ul>\n<p><span style=\"font-size: 18pt\"><span style=\"font-size: 14pt\">Content and source-of-truth governance</span><span><br></span></span></p>\n<ul>\n<li>Maintain the source-of-truth structure for response content across Vanta, Confluence (approved current answers), SharePoint (deliverables and working files), approved AI assets, and Slack (coordination only).</li>\n<li>Define and enforce the conventions that keep these tools from overlapping — what lives where, what is canonical, what is working draft.</li>\n<li>After each submission, capture reusable answers and promote them back into Vanta, Confluence, and approved AI assets so the library improves with every response.</li>\n<li>Reduce duplication, answer drift, and inconsistent messaging across systems.</li>\n</ul>\n<p><span style=\"font-size: 18pt\"><span style=\"font-size: 14pt\">Tooling and automation</span><span><br></span></span></p>\n<ul>\n<li>Evaluate, implement, and maintain the tools and lightweight automations that support the process — response libraries, AI-assisted drafting workflows, intake forms, status tracking, content retrieval, review routing.</li>\n<li>Run the day-to-day administration of the stack: permissions, versioning, search hygiene, integration health.</li>\n<li>Build and maintain lightweight automation using tools such as Power Automate, Zapier, basic Python, or REST API calls to stitch systems together and reduce manual handoffs.</li>\n<li>Partner with Engineering, IT, and InfoSec where deeper integration or security review is required.</li>\n</ul>\n<p><span style=\"font-size: 18pt\"><span style=\"font-size: 14pt\">Reporting and continuous improvement</span><span><br></span></span></p>\n<ul>\n<li>Track response volume, cycle time, SME effort, content reuse rate, win/loss correlation, and bottlenecks.</li>\n<li>Surface recurring friction points and drive fixes — to content, to process, or to tooling.</li>\n<li>Establish and maintain clear escalation triggers so risks are surfaced early, not in the final days before a deadline.</li>\n</ul>\n<p><span style=\"font-size: 36pt\"><br></span><br></p>\n<p><span style=\"font-size: 36pt\"><span style=\"font-size: 18pt; font-weight: bold\">What you’ll bring to the role</span><span><br></span></span></p>\n\n\n\n\n\n\n<p><span style=\"font-size: 18pt\"><span style=\"font-size: 14pt\">We're looking for a mix of these key skills, experience and knowledge</span><span><br></span></span></p>\n<ul>\n<li>Demonstrated experience coordinating or managing responses to RFPs, RFIs, vendor questionnaires, and security questionnaires — including standardised frameworks such as SIG, SIG Lite, and CAIQ, as well as bespoke customer security and supplier assurance templates.</li>\n<li>Strong writing and editing skills, with the ability to draft clean non-specialist content directly and to consolidate fragmented SME input into a response that reads as one voice.</li>\n<li>Technical literacy across security and compliance frameworks (SOC 2, ISO 27001), regulated and quality-driven environments (21 CFR Part 11, EU GMP Annex 11, GAMP 5), and SaaS product architecture. You don’t need to be the authoring SME for every answer, but you do need to read, retrieve, assemble, and quality-check specialist content well enough to spot inconsistencies and route gaps to the right owner.</li>\n<li>Comfort running a multi-tool stack at an administrator level — platforms such as Vanta, Confluence, SharePoint, Slack, and AI-assisted drafting tools — including permissions, versioning, search, and API/integration basics.</li>\n<li>Hands-on experience with lightweight automation and workflow tooling, including platforms such as Power Automate, Zapier, basic Python scripting, or REST API integrations. Comfortable reading API documentation and standing up a working integration without engineering support.</li>\n<li>Sound judgement on when AI-assisted drafting accelerates work and when human-first authoring is required, and how to structure prompts, context, and retrieval so AI-assisted output is reliable and defensible.</li>\n<li>Strong project and stakeholder management discipline: timelines, dependencies, version control, escalation triggers. Comfortable being the person who says \"we need to escalate now\" rather than at the end.</li>\n<li>A direct, low-ego, highly accountable working style with the confidence to push back constructively on weak inputs, unrealistic timelines, or unclear ownership.</li>\n<li>Competent working in a cross-functional, multi-cultural team environment, comfortable across time zones in a distributed global organisation. </li>\n</ul>\n<p>Preferred experience</p>\n<ul>\n<li>Experience in SaaS serving regulated industries, particularly life sciences, healthcare, or financial services.</li>\n<li>Background in or close partnership with information security, GRC, quality, computer systems validation (CSV), or regulatory affairs.</li>\n<li>Experience building or maturing a formal response library, security answer bank, or trust-centre-adjacent content programme.</li>\n<li>Familiarity with evidence collection and customer assurance</li>\n</ul>\n\n\n\n\n<br>\n<br>\n<p><span style=\"font-size: 18pt\"><span style=\"font-size: 14pt\">You’ll have these certifications or qualifications</span><span><br></span></span></p>\n<ul>\n<li>Tertiary qualification in a relevant discipline (e.g., business, communications, information systems, life sciences, or a related field) preferred.</li>\n<li>Certifications in proposal management (e.g., APMP), project management (e.g., PMP, Prince2), or relevant tooling are a plus but not required.</li>\n</ul>\n\n\n\n\n\n\n<p><br><br></p>\n<p><span style=\"font-size: 18pt\"><span style=\"font-size: 14pt\">We’re looking for these qualities and attributes</span><span><br></span></span></p>\n<p>We value diversity of experience, perspective, and background and we recognise that <em>how</em> we work is just as important as <em>what</em> we achieve.</p>\n<p>We’re built around a few consistent ways of working: driving outcomes, innovating, lifting others up, adapting quickly, leading by example, and bringing people together around a shared purpose. We capture these behaviours in six words: Go-Getter, Trailblazer, Elevator, Shapeshifter, Torchbearer, and Steward, and you’ll see them show up in how we collaborate, how we measure performance, and how we get work done day to day. A Go-Getter focuses on what matters most and drives results, with the customer experience front of mind; a Trailblazer is curious, proactive, and always looking for better ways to do things; an Elevator lifts others up through listening, collaboration, and crediting contributions; a Shapeshifter stays positive and calm through change and helps others find clarity and momentum; a Torchbearer leads with initiative and accountability, communicating early and acting in the team’s best interests; and a Steward brings steadiness and purpose, uniting people around shared goals with optimism, professionalism, and integrity.</p>\n<p> </p>\n<p><br></p>\n<p><br></p>\n<p><span style=\"font-size: 18pt; font-weight: bold\">Keen to know more</span></p>\n<p><span>Please also feel free to check out the <a href=\"https://docuvera.com/about/careers/\" target=\"_blank\" rel=\"noopener noreferrer\">careers page</a> for more information about working with us and follow us on <a href=\"https://www.linkedin.com/company/docuvera/\" target=\"_blank\" rel=\"noopener noreferrer\">LinkedIn</a> to check out what we've been up to recently.</span></p>\n<p><br><br></p>\n<p><br><br></p>\n<p><br></p>\n<p><span style=\"color: rgb(126, 140, 141); font-weight: bold\">Key information about our recruitment process</span></p>\n<ul>\n<li><span style=\"color: rgb(126, 140, 141)\">If there’s anything we can do to make our recruitment process more inclusive or accessible for you, please let us know.  We’re happy to accommodate where we can.</span></li>\n<li><span style=\"color: rgb(126, 140, 141)\">Our process usually includes <span style=\"font-weight: bold\">two online interviews</span>, each about an hour long, with one or two members of our team. Some roles may also include a <span style=\"font-weight: bold\">technical exercise</span> to help us understand your approach and skills.</span></li>\n<li><span style=\"color: rgb(126, 140, 141)\">We’ll also ask for <span style=\"font-weight: bold\">at least two professional references</span> and complete a <span style=\"font-weight: bold\">background and/or verification check.</span></span></li>\n<li><span style=\"color: rgb(126, 140, 141)\">We’ll keep applications open until we find the right person, and we’ll keep you updated along the way.</span></li>\n<li><span style=\"color: rgb(126, 140, 141)\">For <span style=\"font-weight: bold\">recruitment agencies</span>: we work with a select group of preferred partners, so please don’t send unsolicited CVs as we won’t be able to consider them.</span></li>\n</ul>",
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