Title
Senior Specialist, Bid Support
Reporting to
Assistant Manager, Bid Centre of Excellence
Key stakeholders
Proposal Managers, Sales Leads, Subject-Matter-Experts, Solution and Pricing Teams, Design Leads
Direct reports
Not applicable
Duties & responsibilities
What this job involves
- A Senior Specialist is responsible for end-to-end completion of RFP/RFI responses or completion of sub-component of RFP/RFI responses working alongside a Proposal Manager within the necessary timescales, while working alongside stakeholders from Sales, Sales Enablement, Business, and Support Functions
- S/he should review and analyze client RFP documents to understand key deliverables required of JLL's cross-functional teams
- Lead Go/No-Go, Kick-off and check-in calls, coordinating with specific stakeholders for input and act as the main contact-point for process execution
- Ensure compliance with all RFP requirements and guidelines, while gathering all pertinent documents and creating the response document
- Manage the bid portals to submit response and provide regular updates to Bid Managers/Directors on project's success and updates
- Maintain Gantt / workflow charts to map out current projects and expected closure timelines
- Display proactive approach to working with Bid Managers, Directors and Business Development Teams
- Collaborate with Graphic Design to oversee the production of graphics, charts and other visuals to align with the client's requirements and branding
- Liaise with departments such as HR, Finance, Legal and Compliance for accurate responses and firm policies for submission
- Work with the respective KM teams to ensure relevant and up-to-date documents & collaterals are available, and in the correct format and branding
- Manage and coordinate the final review, production, sign-off and submission of proposal
- Work with the Solution & Proposal teams to maintain a record of bids responded, and which business we have won/lost
- Compile bid statistics and metrics tracking & reporting, such as:
- Time taken to respond
- Resource and other utilization statistics
- Identify improvement areas to close bid response drafts faster
- Manage document storage and version control within the proposal process in order for various teams to have relevant documentation readily available for completion and future reference
- Review knowledge base and proposal baselines to provide initial draft / response options based on the RFP's requirements
- Capture Proposal team's feedback on completed drafts
Key skills
- 8-12 years of relevant experience, in a professional services firm
- Excellent written, verbal and interpersonal communications and presentation skills
- Strong project management capabilities in order to plan, organize and oversee complex processes from start to finish
- Collaborative with exceptional stakeholder management skills, including the ability to communicate directly and clearly while motivating cross-functional teams to meet deadlines
- Strong research and analysis skills, proficient in gathering and synthesizing relevant information to support client requests
- Proficiency and confidence with various platforms and online tools such as MS Office suite, SharePoint, etc.
- Proactive and resourceful, able to problem solve for unexpected challenges or questions that arise during the proposal process
- Strategic thinking to align bid team's inputs with client needs and efficiently allocate resources throughout the proposal process, enhancing the JLL's competitive position
- High attention to detail, ability to conduct final formatting, spelling and consistent tone reviews, with consistent high-quality deliverables
- Able to work on strict turnaround times
- Able to quickly understand complex processes and create process/data-flow/systems maps (process mapping and documentation)
- Highly organized and able to manage multiple tasks, deadlines and competing priorities
Employee specification
- Post-Graduate
- Experience in Bid Management / Support from a reputed firm
- Someone who is organized and resourceful, and can effectively project manage the bid process, particularly around setting strict deadlines and holding stakeholders accountable
- Has experience in confidently managing competing priorities of stakeholder sitting across regions
- Knowledge/Content Management experience will be a plus
