Proposal Coordinator

Roles and Responsibilities

• A Proposal Coordinator is responsible for delivering  independently  Simple and Budgetary Proposals  
• For complex proposals, this includes the administrative aspects of proposal development—ensuring security and integrity of all proposal documentation, coordinating internal flow and review of all proposal inputs, coordinating schedules, and directing submission of the final master proposal to production.  
• As deals are won, the Proposal Coordinator may support the deal documentation, booking process, and handover to delivery teams.
• Proposal Coordinators work with a Proposal/Commercial Manager on large/complex tenders. 
• Share best practices with team members to enhance the quality and efficiency.
• Contribute to assigned process improvement initiatives and support implementation
• Coordinate development of pricing sections with the executive team as appropriate.
• Executes standard commercial operations tasks and typically subject to instructions and work routines. 
• Tracking of proposal efforts from identification through award. 
• Supports Commercial Excellence process improvement activities, including validation and adoption of standard processes.
• Preparation of high quality and accurate documents in accordance with agreed strategy

Domain & Business Expertise

• Experience in Software and/or O&G and Energy industry solutions.
• Ability to create, adjust and use MS Word templates with complex formatting and styles that adhere to solicitation instructions. 
• Proficiency in other MS Office applications. Advanced knowledge of Excel is preferred.  Experience with commercial finance elements such as price, cost, contribution margin, cash flow analysis .  Working knowledge of PowerPoint is helpful, but not required.
• Developing ability to create proposal outlines and compliance matrices with review from a Commercial Manager
• Demonstrated writing skills, including the ability to think critically and analytically about the purpose of the document and how the content might be improved.
• Intermediary support to commercial managers for writing, editing, graphics, formatting, administrative attachments, and forms throughout the proposal’s lifecycle. 
• Ensure final proposal submission is in full compliance (formatting, content requirements, page count, schedule, costs, deliverables, and milestones).
• APMP-Foundation or PMP certification preferred
• Basic understanding of key business drivers; uses this understanding to accomplish own work. 
• Good understanding of how work of own team integrates with other teams and contributes to the area. 
• Starting to assess technical, financial, schedule, or other associated risks with solicitations.
• Has basic business financial acumen to calculate cost, price, margins for deal profitability assessment.
• Able to coordinate regular proposal meetings and reviews, consolidate input and integrate into proposals.
• Able to order necessary bidding materials and documents such as bid bonds, reference letters, and hard copy proposal materials
• Work with functions outside comm ops such as pricing, contracts, writers/editors, and SME's to ensure accuracy and consistency in proposal content.
• Skillful at coordination of cross-functional team members (such as Sales, Finance, Operations, Services, Marketing, partners, etc.), and timeline management.
• This role requires basic experience in the Sales & Proposals. Knowledge level is comparable to a Bachelor's degree from an accredited university or college ( or a high school diploma with relevant experience).

Desired Characteristics

• May have some autonomy to make decisions within a defined framework. 
• Resolves issues in situations that require commercial knowledge and judgment within established procedures.
• Consults more senior team members for issues outside of defined instructions/parameters.
• Coordinates and support multiple proposals simultaneously while meeting all deadlines
• Identifies areas for process improvements
• A job at this level requires good interpersonal skills. 
• Communication with direct colleagues and the business about design and coordination services rendered. 
• Develops strong internal customer relationships and serves as the interface between internal customer and proposal process. 
• Explains technical information to others.
• Strong oral and written communication skills. Ability to document, plan, market, and execute programs. 
• Ability to apply current knowledge to problem-solve new challenges. 
• Calmly navigates changes in program schedules and priorities with little interruption to your workflow.
• Can quickly digest the fine print and determine what’s important. Detailed orientated; the type of person who can point out that one typo or inconsistency hidden in a document.
• Can coordinate with SME's and senior management to keep the proposal process on track. Know when, and how, to follow up on requests. Can deliver your message clearly and succinctly (and know when to pick up the phone.)
• Plans ahead to mitigate risks. Organized and paces work for predictable and on-time delivery.

Required Qualifications

• Knowledge level is comparable to a Bachelor's degree from an accredited university or college ( or a high school diploma with relevant experience).

• Minimum 2-5 years of experience in the technical/commercial proposal field/similar profile.