Title: Manager, Bid Support & Coordination
Reporting to: Director, Bid Centre of Excellence, JLL Business Services
Key stakeholders: KSA (Kingdon of Saudi Arabia) Head of Proposals, Business Heads, Operations Leads, Subject-Matter-Experts, Proposal Managers/Coordinators, Graphic Designers
Direct reports: Bid Support Analysts and Specialists
Objective
Responsible for coordinating and managing the bid process for the KSA Projects Business Leads ensuring that the bid is well-prepared, compliant and competitive. The role includes coordinating with internal teams, managing bid timelines, and tailor the bid accordingly.
What This Job Involves
Proposal (Bid) Management Role:
Coordinate the bid process from start to finish, including PQQ preparation, reading the RFP documents, Bid plan preparation, proposal development/compilation, obtaining pertinent approvals (before submission), and final submission of technical & commercial proposals via emails, hardcopies or portals.
Preparing high-quality bids and presentations using PowerPoint or MS Word
- Enhance visual impact of bid responses / presentations, while utilizing the JLL Brand guidelines as well as region-appropriate imagery
Develop and maintain strong relationships with other JLL Departments (other than PDS) and coordinate accordingly to manage, compile and submit the bid.
Manage and coordinate the bid process and ensure compliance with procurement regulations and internal guidelines.
Prepare Go/No-Go form draft and share with technical bid lead.
Share agreement/statutory documents with legal for review and obtain deviations.
Manage the bid documentation to ensure it is delivered, reviewed and updated in accordance with Clients requirements.
- Archive bid documents and forms required for auditing purposes, as part of the bid process
Produce and update company capability statements as per client's request.
Update bid tracker weekly and provide necessary information to incorporate in the Monthly bid dashboard. The dashboard could be maintained in an online platform such as Salesforce or offline in MS-Excel.
Coordinate with PMs, gather and store relevant project experience for ongoing or completed projects to be used in proposals accordingly.
- Develop / update / maintain proposal baseline repositories structured as per a logical taxonomy and content type, and ensure processes for easy search and retrieval for the required proposal/topic at hand
Create and update CVs for potential candidates included in the proposals.
Manage client portals (registration, replies and submissions).
Prepare Bid hard-copies (when requested by client) and transmittals for bid submissions.
Team Management:
Manage a small team of proposal analysts / specialists, and assume responsibility of hiring, onboarding and training them, and running regular knowledge sharing sessions for their constant learning and development
Provide guidance and mentorship for their career development.
Showcase the ability to hold crucial conversations and productive feedback discussions both regular and year end
Take accountability of employee engagement and support their ambitions, while delivering on organizational objectives
Provide regular reporting on project and team metrics, in custom formats meeting the organizational and stakeholder requirements
Undertake or facilitate regular QBRs with business stakeholders, for own role as well as for the direct reports
Performance objectives
- Deliver impactful, client-focused, and well-written bid responses and content
- Display an in-depth understanding of JLL's various business lines and our business model
- Ability to generate novel ideas, drive content improvement/development initiatives, display proactiveness, ownership of individual tasks, and ensure closure/project deliveries in strict timelines
- Should be open to support during peak hours or after-office hours or weekend to contribute towards critical client submissions
- Should be open to adjust leave requirements as per KSA region's holidays, to ensure minimum disruption to bid deliverables
- Ability to assess stakeholder expectations and nuances, a mature outlook towards stakeholder communication, and delivering on the mutually agreed objectives and timelines without fail
Key Skills
- Significant experience in progressive responsibility with quantifiable results in bid administration and/or management
- Strong background in bids related to Project management, construction & fit out projects.
- Demonstrated problem-solving skills
- Excellent interpersonal and communication skills with the ability to communicate well at all levels and in all forums from one-to-ones to group and workshops
- Excellent time management skills and prompt responses to client and colleagues.
- Skilled in PowerPoint, Word, and Excel.
- Ability to operate in a dynamic environment
- Strong sense of client servicing
- Process orientation
Employee specification
- 12-16 years of experience from a professional services firm, including a minimum of 5-6 years of independent proposal writing experience, and a minimum of 5 years of team management experience
- Alternatively, can have Project Management experience (in Construction and Fit-out projects) of 7-8 years and 2-3 years of bid management experience, in addition to the team management exposure as mentioned above
