Graduate Proposal Administrator

Aberdeen, Scotland — Contracts & Commercial


The Graduate Proposal Administrator works alongside the Commercial Lead and is responsible for the preparation of all assigned proposals, from concept through presentation to the customer.


Principal Duties

  • The Graduate Proposal Administrator works closely with Business Development, Contracts, IT, Finance, Project Implementation and Service Delivery and owns the process for the scoping, pricing, generation and review of quotations/proposals for new business and delivery of these to the customer;
  • The proposal shall meet the requirements of the customer and clearly define the scope of work and services to both the customer and the internal execution group;
  • The proposal shall be prepared in a timely manner to comply with internal review requirements and customer requirements;
  • Responsible for managing all resources essential to the proposal process to ensure adherence to compliance, quality and timeliness requirements;
  • Ensures key proposals are properly scoped, identifies missing and evaluates assumptions, helps identify risks, helps to evaluate cost, ensures text and response match requirements;
  • Participates in the bid/no-bid decision process;
  • Schedules proposal preparation and submission activities;
  • Creates proposal outline to ensure content and organization of the proposal strictly follow and address RFP requirements;
  • Identifies need for subject matter experts distributing inquiry documents to others involved in the proposal;
  • Collects, consolidates and QC proposal inputs from operational departments and in country vendors;
  • Leads milestone proposal reviews providing draft proposal data to milestone review participants and retrieves modified proposal inputs for completing the proposal;
  • Proofreading, editing, and standardising proposal text for proper grammar, spelling, comprehension, corporate style, compelling graphics, format, and accuracy;
  • Upon approval from senior management, delivers finished proposal products to customer;
  • Interface with customer in a professional manner and be responsive to ongoing proposal requirements;
  • Prepares and leads the proposal Handover Meeting with supporting documentation;
  • Maintains knowledge of approved company vendors, reviews quotes from vendor firms for conformity to contract requirements and determines acceptable quotes;
  • Utilizes prior knowledge and experience to help lead, inform and share “lessons learned”;
  • Contribute to the team members training;
  • Apply global solutions that drive process standardisation and simplification;
  • Plays a key role in the continuous improvement of the proposal process and the supporting tools/information.

Service Excellence

  • Responds effectively to queries from customers, employees and partners

Team Focus

  • Participates in team meetings
  • Prioritising workload on a day to day basis

Commercial Awareness

  • Identify and highlight any process improvements
  • Identify and highlight ad hoc requests and opportunities for work that would incur additional fees
  • Ensure that all work is completed and presented accurately and within company policy
  • Deliver results within strict deadlines

Professional & Personal Development

  • Development opportunities identified at appraisal annually and live development plan in place


  • Strong computer skills with excellent knowledge of the Microsoft Office Suite
  • High level of work accuracy
  • Planning and organizing own workload
  • Ability to priorities tasks to achieve all deadlines
  • Excellent interpersonal skills; must be able to work independently and interact effectively with all levels of the organization;
  • Ability to prioritize and manage multiple projects and works well under pressure;
  • The capacity to adequately handle work stress and meet project deadlines;
  • Self-motivated and able to lead, follow-up and drive projects to completion;
  • Effective communications skills both written and verbal for interface with customers and co-workers;
  • Works with professionalism and integrity to uphold reputation of team and company
  • Microsoft Dynamics NAV experience would be a plus
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