Proposals Coordinator

• Compile and submit responses to customer requests such as proposals, request for information, expression of interest and prequalification questionnaires
• In absence of or support to Commercial Manager or Business Development Manager, maintain list of all active proposals, pre-qualifications and other customer responses with status and submission dates for assigned business
• Take end-to-end ownership and command of proposal development and related support processes on all assigned written proposals, oral presentations, Best and Final Offers, Evaluation Notices, Final Proposal Revisions
• Ensure incorporation of proposal best practices into all customer responses for respective business
• Oversee the production of assigned proposals and other customer responses (including pre-qualifications, expressions of interest, presentations, etc) and ensure that the proposal is compliant and delivered on time. This key role collaborates with capture management, SMEs, and proposal staff to write, edit, review, and produce winning proposals
• Ensure customer's requirements are fully met. This involves conducting searches for appropriate materials and writing and editing project summaries, resumes of project personnel, and other supporting sections of the proposal, as necessary. Leverages existing archived proposal information
• Develop and implement the responsibility matrix and proposal schedule
• Schedule and attend proposal kick-off and review meetings with management / estimators / project teams including taking meeting notes and actions where required
• Oversee and/or expedite the following proposal processes: information gathering and compilation, data entry, formatting, editing, reviews, reproduction and delivery
• Where appropriate, assist/expedite business development managers in the management review of contract, tax, and insurance requirements
• Expedite proposal stakeholders to obtain outstanding proposal deliverables per the proposal schedule and in order to make the proposal deadline
• Ensure consistency and branding compliance for all customer responses
• Prepare post-bid submissions, organize the response to requests for clarification
• Manage the development of customer presentations (pre-proposal or post-proposal)
• Remain current on all solicitation modifications / Q&A and communicates them to the team
• Revises schedule, outline, and proposal management plan (responsibility / compliance matrix) as necessary throughout proposal life cycle
• Finalize proposals and other customer responses for submission to customer. As directed, submit the response to customer as instructed in their instructions (email, hard copy, customer electronic procurement site, etc.)
• Support with proposal close out activities, filing, archiving or reporting
• Assist in organizing general proposal files, resources, and boilerplate for quick, efficient and accurate retrieval of information for proposal purposes. Develop and / or compile sales, marketing, and technical information for proposal use
• Per the discretion of the business, this role may have the responsibility to enter all customer responses into CRM for tracking
• Assist in the maintenance of CRM opportunities during the proposal stage. This includes updating Pursuit Status, Revenue, Workhours, Worksplit, Lead Review date, Approval to Prepare date and Approval to Submit date
• Comply with Wood Code of Business Conduct, Anti Bribery and Corruption undertakings and the Wood mandatory and fundamental procedures
• Support marketing activities (if required by the needs of the respective business);
• Without being released from his/her main job shall perform the duties of (replace) temporary absent line managers and employees of the same function/department

• Bachelor’s Degree from an accredited university required in an Engineering
• 2-5 years in business environment required
• Proposals experience desired but not essential
• Industry experience related to the supporting business is preferred but not required
• Strong communication (written and verbal), interpersonal and presentation skills
• Strong organisational, coordination, problem solving and multi-tasking skills
• Strong proofreading, editing and business software skills (style, format, grammar, etc.)
• Experience in marketing techniques (layout, graphics, value proposition) preferred
• Able to work with a wide range of professionals including finance, engineering, project management, People & Organisation and HSE/QA
• Working knowledge of Microsoft Word, Excel, PowerPoint, Adobe Acrobat and SharePoint

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