Job Description-Person Specification
Applicable to: All business units in UTC BIS UK & Ireland
JOB DESCRIPTION (PART A)
Business Unit in UTC BIS UK & Ireland
Company: Chubb Fire and Security Ltd
Job Title
Job Title: Tender Response Coordinator
Reports to:
The Role
Commercial Operations Manager
People: 0 direct reports
1 to 10 direct reports
10 to 50 direct reports
Goals and Objectives:
Working as a member of the Commercial Operations team your key objective is the identification,
analysis and completion of formal Supplier Questionnaires and Approved Supplier Profiles (SQs),
Pre Qualification Questionnaires (PQQs) and tender bid opportunities on behalf of Chubb’s UK
businesses for both the Commercial and Public Sectors encompassing:
- National Accounts Business (Primary)
- Regional Branch Network (Secondary)
- Chubb Systems, Detection and Gas and Fire Mechanical (Secondary)
- UTC BIS Cross Business Solutions (Secondary)
Key deliverables include providing a robust initial review of the documentation to the relevant
business bid leader and coordinating with internal subject matter specialists to ensure we
understand the requirements, respond to all aspects of and deliver a first class bid within the time
bound response dates.
Whilst primary responsibility is to support the National Accounts Division, this team also provides
support to the other UK Divisions across the tender response sphere and also other commercial
processes. This role will therefore involve a degree of flexibility in its ongoing objectives beyond
that of Tenders.
Responsibilities:
 Compliance to Commercial Operations data input and reporting processes to ensure robust
and timely management information outputs relating to tender submission, wins, losses and
debriefs.
 Completion of key tasks within the Commercial Operations Operating Rhythm
 Identifying business opportunities by prospecting for PQQ & Tender opportunities via tender
journals, field sales teams and other marketing collateral.
 Managing departmental marketing collateral (Web Portals / Accreditations / Customer
Relationships) to drive efficiencies.
Author
Approved By
Form, Issue No. & Date
Melanie Cafferty
Taryn Hindle
HRFJD039 Issue 7, October 2014
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Applying for PQQs / Tenders across a variety of media
Securing and maintaining approved supplier status in conjunction with business divisions
Management of the processes in place to ensure timely and robust responses to information
requests which provide best opportunity of winning business.
Fully contribute to the ongoing development of the Commercial Intelligence Library to ensure it
provides effective support to the team and the wider business.
Processing of SQs/PQQs/Tenders on receipt:- Identification of appropriate respondent/s and provision of copied information
- Reading and analyzing complete tender document then summarizing requirements and
identifying any problem areas to bid / commercial leader.
- Evaluating work specification, reporting, terms and conditions, credit terms, etc.
- Provision of historical customer information when available
- Gathering of information and resolution of issues (e.g. quality, legal, HR, etc.)
- Use agreed processes to manage timescales and responses from stakeholders
- Completion of tender / PQQ question sets using existing examples and team experience
together with that of subject matter experts
- Ensuring correct approvals obtained re. pricing proposals
- Collation of all requested information and drafting of final response
- Submitting of Tender Offer in the required format within deadline
- Compliance to business filing and data retention policies and processes regarding SQs /
PQQs and Tenders.
To fully contribute to UTC Building and Industrial Systems (BIS) multi discipline activity where
required.
Ensure adherence to all Company Policies and Procedures.
To be fully conversant and compliant with all Environmental Health and Safety procedures.
Complete quarterly ethics module in line with company guidance and schedules
To fully comply with all Quality, Environmental Health and Safety directives including but not
limited to PPE, Accident Reporting, Cardinal Rules, RAMS, ACE
Author
Approved By
Form, Issue No. & Date
Melanie Cafferty
Taryn Hindle
HRFJD039 Issue 7, October 2014
PERSON SPECIFICATION (PART B)
UTC Competencies
(for guidance on the UTC
Competencies please visit the
HR SharePoint)
Place a ‘X’ in the
box if the
characteristic is
Essential
Adaptability
X
Indicate in order of
importance
(Essential
characteristics)
(1 is most important)
5
Place a ‘X’ in the box if
the characteristic is
Desirable
Analytical Thinking
Business Innovation
Business Judgement
x
Communication Skills
X
3
Customer Focus
X
1
X
2
Developing Talent
Focus On Results
Forward Thinking
Listening
6
X
7
X
4
Strategic Leadership
Teamwork
Candidate Requirements
Qualifications/ Experience/Knowledge:
 Numerate & High Literacy Level (both verbal and written)
 Analytical & Methodical
 Highly organized and a good time manager
 Strong attention to detail
 Computer literate with good keyboard skills
 Experience of formal tendering processes
 Strong administration and co-coordinating experience
 Ability to read a lot of documentation and stick to the task
Personal Qualities and Behaviours:
 Ability to work under pressure and to use own initiative
 Ability to organize/cajole/persuade others to respond to time specific deadlines
 Excellent time keeper with good attendance levels
Author
Approved By
Form, Issue No. & Date
Melanie Cafferty
Taryn Hindle
HRFJD039 Issue 7, October 2014
x