Bid / Admin Assistant

Experience Masterplanning

BID / ADMIN ASSISTANT

[Employer hidden — view at passion-project.co.uk] is looking for a Bid & Administrative Assistant to join its London studio. This role combines bid support with studio administration, working closely with the Bid Manager and Studio Manager to support both the London and Milan teams.

[Employer hidden] is a design agency based in London and working globally. Our expertise lies in how people experience spaces. We design people’s journeys through urban, cultural, sporting, event, retail and hospitality environments. Our international client portfolio includes cities, global brands and collaborations with renowned architectural practices. Upcoming projects include public realm wayfinding, urban experience and exhibition design in the Middle East, Asia and the UK.

Role Overview

This is a dynamic role suited to someone highly organised, has a keen eye for detail and is passionate about the preparation of competitive bids and proposals to win new projects, while ensuring the smooth day-to-day running of the studio. The successful candidate will play a key role in coordinating submissions, maintaining bid documentation, and supporting internal administration.

Key Responsibilities

Bid Support

• Assist in the preparation, coordination and submission of well-designed bids, proposals and tender documents in InDesign
• Review tender requirements and help organise response materials to tight deadlines
• Fact-check and proofread proposals to ensure high-quality, professional submissions
• Maintain and update bid templates, reusable content libraries and case study materials
• Coordinate input from internal teams and external collaborators
• Track deadlines and ensure on-time submission of all bid documents in a very fast-paced environment
• Support research on clients, competitors and project opportunities
• Maintain bid records and support post-bid reviews and feedback tracking
• Help optimise bid processes and documentation systems
• Assist in preparing presentations and supporting materials for client interviews

Administration

• Office administration including ordering supplies and coordinating maintenance
• Scheduling meetings, appointments and assisting with diary management
• Managing communications including emails and phone enquiries
• Organising and maintaining digital and physical filing systems
• Greeting visitors and supporting studio logistics
• Data entry and database management
• Booking travel and accommodation for staff
• Assisting the Studio Manager with marketing tasks as required

Required Skills & Experience

• Previous experience in bid or project support as well as administrative support
• A degree in architecture or a related design field
• Expertise in Adobe Creative Suite (InDesign)
• Fluency in Microsoft Office (Word, Excel, PowerPoint)
• Excellent organisational and time management skills with the ability to manage multiple deadlines concurrently
• A strong eye for design and graphic layout
• Strong written and verbal communication skills
• High attention to detail and accuracy
• Ability to work independently and collaboratively in a fast-paced environment
• Strong interpersonal skills and a proactive attitude

This is a full-time position based in London. Candidates must have a valid visa to work in the UK.

This is a unique opportunity to join a growing, creative studio and gain experience in bid coordination within an international design environment. Applicants should send their CV (under 5MB) and a cover letter to [contact hidden]. Please use “Last Name_First Name_BidAdmin” as the subject line of your email. [Employer hidden] is an equal opportunities employer.