Proposals Coordinator

4 weeks ago

South East, United Kingdom Penspen Full time

Title : Proposals Coordinator
Salary : Circa £26.5 - 32.5k depending on experience

We are looking forward to hire Proposals Coordinator to be based in London/Newcastle, UK

**Main Purpose of Role**:

- Coordination of proposal activities within the company.
- Coordination and support in preparation of proposals documents, pre-qualifications, expressions of interests (EOIs), internal/external correspondence, etc.
- Management of the company Customer Relationship Management software.
- Ensure that the Penspen business development and proposals procedures are followed and all relevant documentation is filed correctly.

**Responsibilities**:

- Take the lead on EOIs and Pre-Qualifications ensuring all client timelines are met.
- Support the Proposals team in the preparation and production of the highest quality proposal and sales documentation ensuring all client timelines are met.
- Coordination and Support in ensuring all proposal and business development procedures are adhered.
- Lead the administration of new enquiries and manage Penspen’s Customer Relationship Management software.
- Review and understanding of client requirements to support the Bid/No Bid decision process and actions.
- Support in the preparation of any other management and proposal reports as requested by various stakeholders.
- Prepare analysis on pricing, sales performance and client feedback.
- Ensure timely, accurate and efficient communication within the Proposals team and wider stakeholders.
- Coordinate and arrange meetings as required, taking minutes, actions and circulating the same to internal/external stakeholders.
- Support the Proposals team in identifying and developing relationships with sub-contractors / vendors / agents / partners in each market to use to fulfil work requirements (including liaising with bid managers to prepare scope of work and coordinating with subcontractors / vendors regarding due diligence etc.).
- Liaise with external and internal stakeholders (Engineering, Operations, Finance, Legal, QA, HSE, IT, HR) to receive all applicable advice and support to sales efforts.
- Coordinate and arrange site visits, external client/tender meetings and as appropriate.
- Support the Proposals team in creating contract handover documentation, collating and distributing client feedback and lessons learned information.
- Management and maintenance of the Proposals document filing system to ensure efficient, smooth retrieval and registration of documents, both manually and electronically.
- Comply with and help to enforce compliance with company policies/procedures.
- Maintaining company registrations and management of Client online portal systems.
- Keep company data up to date for supporting pre-qualifications, tenders, EOIs, etc.
- Coordinate and maintain marketing collaterals (such as case studies, personnel CVs etc.) along with experience databases and libraries.
- Support in the identification of new opportunities from public and private tender sources.
- Assist with business development activities (including preparing presentations for business development meetings and taking minutes at client / management team meetings) as required.
- Attend marketing events, exhibitions, conferences, etc. as required.
- Other duties as directed by line manager.

**Knowledge / Experience (Skills)**:

- Appropriate degree qualification (desirable).
- Some experience in similar administrative role.
- Experience of bid writing (gathering evidence, researching and compiling various input) is desirable.
- Must possess a very organised way of working able to meet tight deadlines.
- Fluent communicator and excellent relationship builder.
- Excellent use of power point, word, excel and pdf to prepare professional documents.
- Ability to work independently and as part of a team.
- Attention to detail is key.
- Calm and collected when under pressure.
- Ability to maintain a high level of accuracy in preparing written information.
- Reliable, responsible and safety-conscious.
- Client focused and self-motivated.

**Qualifications**:

- Graduate or similar level qualification in any discipline preferred.

"Applicants need to have the right to live and work in the UK"

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