Associate Specialist, Proposals

Title:

Summary

The Proposal Coordinator is a key member of the Proposals team combining handson proposal document development responsibilities with structured support to the Proposal Manager. The role is designed to perform core proposal production and submission activities while actively supporting proposal planning coordination and execution.

The Proposal Coordinator works closely with Proposal Managers Sales/Business Development technical contributors graphics and other stakeholders to ensure proposals are wellstructured professionally presented compliant and submitted on time. The role requires strong organisational skills attention to detail excellent written English and the ability to manage multiple deadlines in a fastpaced bid environment.

Key Responsibilities

Proposal Coordination & Support

• Support the Proposal Manager in the planning coordination and execution of proposals prequalifications expressions of interest and client presentations.
• Assist in defining proposal deliverables schedules and responsibilities and track progress through the full bid lifecycle from receipt of ITT to submission.
• Ensure proposals are compliant with client instructions bid requirements and internal proposal procedures.
• Coordinate inputs from multiple contributors and offices following up to ensure timely delivery of content.
• Assist with preparation for kickoff meetings review cycles (e.g. Red Team) and postsubmission clarifications.
• Maintain proposal records correspondence and auditready files in line with company procedures.

Proposal Production & Submission

• Own the endtoend proposal production and submission process including document setup formatting compilation and final production.
• Develop and maintain proposal documents using company templates and style guides ensuring consistency and professional presentation.
• Format and integrate proposal narratives CVs experience sheets schedules and appendices.
• Prepare and manage tables of contents document splits annexures and supporting attachments.
• Proofread and edit proposal content for grammar clarity consistency and compliance.
• Incorporate review comments accurately and efficiently into master documents.
• Coordinate printing binding packaging and courier arrangements where required.
• Support electronic and webbased submissions through client portals and ebidding platforms.

Content & Knowledge Management

• Support the development and maintenance of proposal libraries including standard text CVs project experience templates and compliance matrices.
• Assist Proposal Managers with drafting selected proposal sections or responses for smaller or less complex bids as capability develops.
• Ensure final proposal documents and lessons learned are archived appropriately for future reference.

Stakeholder & Team Interface

• Liaise professionally with Sales Leads Proposal Leads technical authors graphics teams and senior stakeholders.
• Act as a reliable point of contact for proposal administration document control and submission activities.
• Provide guidance to contributors on document structure templates and submission requirements.

Experience & Qualifications

• Degree or equivalent experience in engineering business communications or a related discipline.
• Typically 58 years experience in proposal coordination proposal production document management or a similar role within an engineering construction or professional services environment.
• Good understanding of proposal processes and the requirements of competitive tendering.
• Experience working in a regulated proceduredriven corporate environment.

Skills & Competencies

Technical & Professional Skills

• Advanced MS Word skills (styles templates TOCs and large document management).
• Strong working knowledge of MS Excel PowerPoint and Adobe Acrobat Professional.
• Experience with SharePoint and electronic document management systems; familiarity with ebidding platforms is an advantage.
• Excellent written English with strong editing and proofreading capability.
• High attention to detail and a strong sense of document quality and consistency.

Behavioural & Personal Attributes

• Highly organised with the ability to manage multiple priorities and tight deadlines.
• Proactive and dependable with a strong sense of ownership and followthrough.
• Strong interpersonal and communication skills comfortable interacting with senior stakeholders.
• Teamoriented flexible and willing to work extended hours when required to meet bid deadlines.
• Calm under pressure with a practical and solutionoriented mindset.