Responsibilities
With a customer focused approach and a high level of individual initiative, the Proposal Coordinator requires the ability to prioritise and coordinate multiple activities, drawing on proven capabilities with little supervision under the direction of line management. The Proposal Coordinator will be responsible for all proposal activity co-ordination to ensure best in class delivery of proposals.
Working in partnership with the BUs, functions and assigned Pursuit Lead, the Proposals Coordinator will ensure the development and management of all proposal documents following processes and procedures at all times and in line with the Strategy and Development expectations to deliver the highest quality proposals for business growth in the region. Engagement with all BU's will be required to manage the requirements within the Proposals Services team.
- Compile and submit responses to customer requests such as proposals, request for information, expression of interest and prequalification questionnaires
- Take end-to-end ownership and command of proposal development and related support processes on all assigned written proposals, oral presentations, Best and Final Offers, Evaluation Notices, Final Proposal Revisions, etc.
- Ensure incorporation of proposal best practices into all customer responses for the respective business
- Support pre-proposal positioning where needed, as well as proposal development strategies and implementation. This includes the development of a capture plan and proposal planning document development, facilitation of strategy sessions to develop the win strategy, and theme/value proposition for proposals.
- Oversee the production of assigned proposals and other customer responses (including pre-qualifications, expressions of interest, presentations, etc) and ensure that the proposal is compliant and delivered on time. This key role collaborates with capture management, SMEs, and proposal staff to write, edit, review, and produce winning proposals.
- Assess the Request for Proposal and customer requirements/evaluation criteria.
- Ensure customer's requirements are fully met. This involves conducting searches for appropriate materials and writing and editing project summaries, resumes of project personnel, and other supporting sections of the proposal, as necessary. Leverages existing archived proposal information.
- Develop and implement the proposal management plan (responsibility/compliance matrix/proposal schedule)
- Schedule and attend proposal meetings with management / estimators / project teams including taking meeting notes and actions where required.
- Lead proposal kick-off and review meetings
- Oversee and/or expedite the following proposal processes: information gathering and compilation, data entry, formatting, editing, reviews, reproduction and delivery. Where appropriate, assist/expedite business development managers in the management review of contract, tax, and insurance requirements
- Ensure consistency and branding compliance for all customer responses
- Prepare post-bid submissions, organize the response to requests for clarification
- Manage the development of customer presentations (pre-proposal or post-proposal)
- Oversee/participate in color/management team reviews
- Remain current on all solicitation modifications/Q&A and communicates them to the team; Revises schedule, outline, and proposal management plan (responsibility/compliance matrix) as necessary throughout proposal life cycle.
- Review/analyze proposal sections for consistency and clarity, compliance with solicitation requirements, and alignment with proposed solutions and themes and writes/re-writes proposal sections as necessary to deliver high-quality, winning proposals.
- Finalize proposals and other customer responses for submission to customer. As directed, submit the response to customer as instructed in their instructions (email, hard copy, customer electronic procurement site)
- Support with proposal close out activities, filing, archiving or reporting
- Assist in organizing general proposal files, resources, and boilerplate for quick, efficient and accurate retrieval of information for proposal purposes. Develop and/or compile sales, marketing, and technical information for proposal use.
- Where required within the business, manage proposal budgets and monitor proposal spend (in support of or in absence of Proposal Manager and/or Proposal Lead)
- Per the discretion of the business, this role may have the responsibility to enter all customer responses into CRM for tracking
- Comply with Wood Code of Business Conduct, Anti Bribery and Corruption undertakings and the Wood mandatory and fundamental procedure
Qualifications
- Skills are typically acquired through completion of an undergraduate degree in engineering, science, business administration, or related field
- Advanced computer skills and knowledge of Microsoft office tools, Word/Excel/PowerPoint, to advanced template creation and document/data management level (MS Office, Xait, CRM and Documentum experience an advantage)
- Previous experience in the Energy Environment
- Previous experience in Proposals
- Previous experience in Project Engineering, Project Management advantageous
- Strong administrative and organisational skills required
- Development of local and remote relationships across wide-ranging time zones
- Excellent communication (written and oral) skills
- Ability to work on multiple bids simultaneously while maintaining focus
