Bid Coördinator

Shape a future with purpose at Arup in Brussels

 EU/EIB Pursuits and Bids Coordinator

Why Arup?

At Arup we’re dedicated to shaping a better world. Our purpose, shared values and collaborative approach have set us apart for over 75 years. We solve the world's most complex problems and deliver what seems impossible, with curiosity and creativity. We’re a thriving and growing organisation which offers you many possibilities to shape a better world, and your future.

In an increasingly competitive marketplace, our EU Engagement team enables Arup to build and protect our reputation, deepen client relationships, win quality work, and attract top talent. This role will be key in achieving our strategic market and client ambitions. We are seeking to appoint an EU Bid Coordinator to join our newly started team in Brussels.

What this role involves 
The Bid Coordinator supports the full tendering lifecycle for EU/EIB-funded opportunities, from Expressions of Interest (EOI) to final bid submission. Responsibilities include coordinating compliance and administrative documents, identifying requirements, tailoring CVs and project references, and ensuring bid inputs meet client specifications. The role supports the Bid Manager in planning, scheduling, and progress tracking, while liaising with consortium partners and subcontractors to gather contributions, ensure consistency, and maintain deadlines. The Bid Coordinator ensures quality, compliant, and timely submissions that meet EU tendering standards, Arup’s brand and values, and leverage CRM and other systems to drive efficiency and continuous improvement throughout the bid lifecycle.

Key responsibilities
Pursuit and Bid Development
•    Coordinate the full tendering process from Expressions of Interest (EOI) to bid submission.
•    Manage and compile compliance and administrative documentation.
•    Identify tender requirements and ensure all submissions meet EU/EIB standards.
•    Collaborate with technical teams to review, edit, and tailor CVs and project references to client specifications.
•    Support the Bid Manager in developing bid plans, schedules, and progress tracking.
•    Liaise with consortium partners and subcontractors to collect inputs and ensure consistency.
•    Monitor deadlines and maintain version control of documents.
•    Ensure timely, high-quality, and compliant submissions reflecting Arup’s brand and values.
•    Address any clarifications or requests from the client.
 

Clients and Market focus
•    Support solutioning workshops developing an understanding of the Arup-specific value propositions and opportunity-specific win strategies.
•    Support bid and opportunity research to support positioning activities.
 

CRM and Systems

• Support accurate and appropriate CRM use including data integrity throughout the bid lifecycle.
• Contribute to bid and other collateral, proposal master file templates and similar resources.
• Liaise with collateral/knowledge team to contribute to and maintain marketing system materials on SharePoint / Essentials pages including bid collateral, proposal master files templates and other EU and EIB documents, to support bidding best practice and efficiency.
• Use of best practice tools, templates and resources to support effective pursuits and bidding to enhance effectiveness across the wider business.
• Maintenance of databases for opportunities, CVs and project references, etc.
• Monitoring the relevant EU tender portals and market intelligence sources for new opportunities.
• Review and shortlist relevant tenders based on Arup’s strategic priorities.
• Coordinate lessons learned sessions and share the best practices from previous bids.
• Support to colleagues on bid processes and tools.

Qualifications 
•    Bachelor's/Master degree in a relevant field such as International Relations, Business Development/Marketing and preferably with domain expertise/experience in one or more of the following Economics, Energy, Urban development and Cities, Water, Digitalisation, or Transport

Knowledge and experience
·    +3 year’ experience working in pursuits and bids for EU and EIB tenders.
•    Experience in working with high-performing pursuit teams.
•    Experience of bidding lifecycle with a track record of successful bid delivery and submissions.
•    Experience in document management and in working to company brand standards.
•    Knowledge of different types of EU/EIB procurement procedures (such as open tender, restricted procedure and Framework Contract bidding and procurement methods).
•    Working with the technical staff and within a broader marketing, communications and business development team to ensure quality and consistency in all bid/qualification documents.
·    Use of CRM database.
•    Strong time management / prioritization skills.

Skills and attributes 
•    Strong problem-solving skills.
•    Attention to details.
•    Strong communication and interpersonal skills. 
•    Ability to work in a fast-paced, dynamic environment.  
•    Able to work in a highly collaborative and inclusive environment with peers, leaders and other stakeholders. 
•    High level of personal integrity, professionalism, and inclusive leadership.
•    Commitment to exemplifying Arup’s aims, particularly those of being a ‘humane organisation’, maintaining ‘quality of work’, and ‘straight and honourable dealings’.

Benefits that work for you:

• Professional Growth & Development: Benefit from continuous learning opportunities, training programs, and mentorship to enhance your skills and advance your career at Arup.
• Global Opportunities: Collaborate with colleagues worldwide and explore potential short-term or long-term assignments at other Arup offices and project locations. 
• Financial Well-being & Ownership: Receive a competitive salary and benefits package and share in Arup's success through our global profit-sharing programme.
•         Flexible Working: We offer a range of flexible working options to support our employees' work-life balance.
•         Well-being and Culture: We are committed to creating a positive and supportive work environment where everyone can thrive.

At Arup, you belong to an extraordinary collective where individuality is encouraged. Our strength comes from how we respect, share, and connect our diverse experiences, perspectives, and ideas. You'll have the opportunity to do socially useful work that has meaning – to Arup, to your career, and to the clients and communities we serve.

We are proud to be an equal opportunity employer and are committed to building a workplace that reflects the rich diversity of the world around us. We actively promote a culture of inclusion where everyone feels welcome, respected, and valued.

We welcome applications from talented individuals of all backgrounds, regardless of age (within legal limits), gender identity or expression, disability, ethnicity, religion, sexual orientation, or any other protected characteristic. We are committed to making our recruitment process and workplaces accessible. If you need any assistance or adjustments, please visit our Candidate Support page for contact information and assistance. We're happy to help.