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Senior Proposals Coordinator

3 months ago

Houston, United States Wood PLC Full time
JOB DESCRIPTION

Responsible for coordinating high-quality responses to customer inquiries, including initial pursuits of opportunities, requests for information, solicitation of interests, pre-qualifications, and requests for proposals. The individual in this role has responsibility and accountability for the proposal process for their assigned proposals and the quality of those proposals. Proposals will be managed and executed in compliance with mandatory procedures and standards set by the company and respective Business Unit and in line with proposal best practices. This is not a supervisory role but will require extensive experience in proposals and have the ability to coach and mentor junior team members. Works with a degree of independence based on experience and will manage own workload.

RESPONSIBILITIES

Success criteria includes:
• Increased win rates within the respective businesses
• Ensure the business is properly supported
• Ensure quality of proposals, presentations and other customer responses

Summary of responsibilities include:
• Foster the sell of Wood Solutions - Encourage and support cross selling of services for Wood across all markets
• Works across a range of stakeholders and subject matter experts to 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 Proposal Manager or Proposal Lead, 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, etc.
• Support compliance of Strategy & Development-owned Tender Governance Policy gates during pursuit and proposal development
• Ensure incorporation of proposal best practices into all customer responses for respective business
• Support pre-proposal positioning where needed, as well as proposal development strategies and implementation. This includes development of capture plan and proposal planning document development, facilitation of strategy sessions to develop the win strategy and theme/value proposition for proposals.
• 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. • Assess the Request for Proposal and customer requirements/evaluation criteria
• Develop and implement the proposal management plan (responsibility/compliance matrix)
• Develop and implement the proposal schedule • Schedule and attend proposal meetings with management / estimators / project teams including taking meeting notes and actions where required • Lead proposal kick-off and review meetings
• 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)
• Oversee/participate in color/management team reviews
• 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.
• Review/analyze proposal sections for consistency and clarity, compliance with solicitation requirements, and alignment with proposed solutions and themes and writes/re-writes proposal sections as necessary to deliver high-quality, winning proposals.
• 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.
• Where required within the business, manage proposal budgets and monitor proposal spend (in support of or in absence of Proposal Manager and/or Proposal Lead)
• 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. Some businesses may require this role to be more involved in the overall CRM reporting for the respective business.
• Comply with Wood Code of Business Conduct, Anti Bribery and Corruption undertakings and the Wood mandatory and fundamental procedures
• Assist in the orientation and training of other proposal participants, including: assistants, process and technical coordinators and business development managers (as needed if the respective business does not have assigned Proposal Manager or Proposal Lead).
• Support sales enablement activities (if required by the needs of the respective business)

QUALIFICATIONS

Qualifications:
• Bachelor's Degree from an accredited university required in Business, Marketing, Communications, Journalism, or related majors preferred; or equivalent in years business experience
• 5+ years in business environment required

Knowledge, skills and experience:
• Proposals experience
• Industry experience related to the supporting business
• Strong communication (written and verbal), interpersonal and presentation skills
• Strong organizational, 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)
• Able to work with a wide range of professionals including finance, engineering, project management, People & Organization and HSE/QA.
• Working knowledge of Microsoft Word, Excel, PowerPoint, Adobe Acrobat and SharePoint.

Personal attributes:
• Consistent personal ethic: integrity, dependability, initiative, and quality in line with our Corporate Vision and Values
• Even tempered in fast-paced, high-pressure environment
• Strategic creative thinker with ability to "think outside the box"
• Proven team player, friendly, flexible, caring
• Strong communication (written and verbal), interpersonal and presentation skills
• Ability to work with individuals of all levels of management and expediting them when deliverables are due or overdue for the proposal
• This position requires a high level of individual initiative and the ability to prioritize multiple conflicting tasks, while applying a mandatory defined process with little or direct supervision