Proposal Administrator

Aberdeen, Scotland — Contracts & Commercial

PRIMARY FUNCTION

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

ROLES & RESPONSIBILITIES

Principal Duties

  • Work closely with other departments on scoping, pricing, generation and review of quotes and proposals for new business and delivery of these to the customer.
  • Meet the requirements of the customer and clearly define the scope of work and services to both the customer and the internal execution group;
  • 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

Competencies

  • 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
Your application