JOB DESCRIPTION

Wood is seeking an experienced Proposal Coordinator to join our Growth & Development Proposals team. We have a full-time career opportunity for an energetic, resourceful, and motivated individual to support proposal development for a global engineering, construction, and consultancy firm. This individual will support in the preparation and production of large, complex, and/or strategic proposals and presentations primarily for the Projects Americas business unit and be responsible for coordinating high-quality responses to customer inquiries. This is not a supervisory role and will require extensive experience in proposals and have the ability to work cohesively with other team members. Works with a degree of independence based on experience and will manage own workload.



In this key role, you will work closely with the capture team, subject matter experts (SMEs), and other staff to coordinate high-quality responses to customer inquiries, including initial pursuits of opportunities, requests for information, solicitation of interests, pre-qualifications and requests for proposals. The ideal candidate is knowledgeable of the proposal process, can quickly adjust to deadline-driven proposal development schedules and requirements, and displays the professionalism to provide premier customer service to internal and external customers. The individual in this role will have 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 Wood and the respective Business Unit and in line with proposal best practices.

RESPONSIBILITIES

• 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.
• Support the maintenance of the 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; revise 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: process and technical coordinators and business development managers (as needed if the respective business does not have assigned Proposal Manager or Proposal Lead).
• Maintain the resume database
  • Implement use of latest resume template
  • Support resume updates

Business Development Administrative support responsibilities

• Conferences/sponsorships registrations
  • Confirm payment options
  • Provide calendar meeting invite to attendees to block the event in their calendars
• Client BD meetings support
  • Booking key customer meetings
  • meals arrangements
• Travel/accommodations coordination & planning
  • Ensure any travel/accommodations are aligned with the individuals' travel schedule. (e.g. Accommodations/Travel may occur prior/after to conference start and end date)
• Expense Report submission & reconciliation
• P-Card support & reconciliation
• Other administrative support as necessary as designated by BD Director or direct line manager

QUALIFICATIONS

• Bachelor's Degree in Business, English, Marketing, Journalism, Communications, or related field from an accredited university required; or equivalent in years of business experience
• 3-5 years of demonstrated professional experience; proposals experience essential
• Superior writing and editing skills with the ability to organize complex information into logical and compelling communications.
• High attention to detail with the ability to write, rewrite and edit technical and non-technical text to meet RFP criteria while maximizing clarity, logic and readability.
• Ability to interview SMEs for resumes and project descriptions ensuring past experience, skills, and areas of knowledge are relevant to the specific RFP requirements
• Ability to provide clear, concise instructions to technical and other operational professionals to acquire needed data
• Flexible to change with the ability to manage multiple, concurrent projects; adjust to shifting priorities, stringent deadlines, and last-minute requirements
• Industry experience related to the supporting business
• Experience in marketing techniques (layout, graphics, value proposition) is preferred, but not essential
• Able to work with a wide range of professionals including finance, engineering, project management, People & Organization and HSSE
• Aptitude to learn new processes and software applications
• High proficiency in Microsoft (MS) Office Suite, specifically MS Word (styles, templates, paragraph numbering, linking and importing graphics), MS Excel and PowerPoint, as well as Adobe Acrobat and SharePoint
• Strong organizational, coordination, problem solving and multi-tasking skills
• Capability to work well as part of a team with a diverse set of personalities, in a fast-paced, deadline-driven environment and an ability to remain calm in situations of adversity and quickly pivot as business requirements dictate
• Commitment to Health, Safety, Security & Environment through compliance with all policies and procedures and completion of all required training

ABOUT US

Wood is a global leader in consulting and engineering, helping to unlock solutions to critical challenges in energy and materials markets. We provide consulting, projects and operations solutions in 60 countries, employing around 35,000 people. www.woodplc.com

Diversity Statement



We are an equal opportunity employer that recognises the value of a diverse workforce. All suitably qualified applicants will receive consideration for employment on the basis of objective criteria and without regard to the following (which is a non-exhaustive list): race, colour, age, religion, gender, national origin, disability, sexual orientation, gender identity, protected veteran status, or other characteristics in accordance with the relevant governing laws.