Bids and Proposals Specialist

Job Brief:

The Bids and Proposals Specialist will work collaboratively with technical and operational colleagues, writers, graphic designers and the leadership team. The role covers the full procurement lifecycle and proposals.

Aside from supporting bids, the role requires proactive engagement in ad hoc tasks around general bidding best practice, including but not limited to: driving bid knowledge management through the breakdown of bids into a bid library; collaboration with the knowledge team to log model responses and useful information; collaboration with graphic designers to support on ad hoc, simple graphics requirements; and supporting the leadership team to develop processes, tools and guides around bidding.

• Lead mid-size proposals and task orders
• Participate in Go /No Go and green light analysis / readiness to bid assessment in partnership with bid / capture managers. Update CRM data as needed to maintain accuracy
• Contribute to pre-RFP proposal planning, including Four Rules win strategy development, applying win plan, messaging, and discriminators in deliverables
• Develop compliance matrices, identify required items, and create proposal plan and schedules
• Create drafts and organize narratives and sections for experience, people, executive summaries or cover letters. Develop section content plan/ templates to guide writers
• Organize and manage content for reviews and manage the recovery and implementation of comments and finalization of documents and compliance
• Coordinate with subcontractors to gather required data and provide guidance
• Collaborate with graphic designers to support graphic design requirements and coordinate final productions. May also follow branded templates in performing document layout
• Collaborate with knowledge team to log model responses and useful information
• Provide support in general bidding practices by driving bid knowledge management through the breakdown of bids into a bid library
• Update and maintain bid and project profile libraries, including filing completed proposals and CVs
• Maintain trackers and identify useful/updated standard content for enhancement of bid resources
• Undertake support research, including the collection of project profiles, mining Salesforce, searching internal databases
• Maintain standard supporting documentation for bids such as company certificates, standard responses, company reports
• Perform moderately complex tasks in compliance with service level agreement, process, policies, and procedures
• Contribute specialized expertise to different assigned projects and process improvement initiatives. Provide key updates to Team Lead and Manager
• Escalate issues and recommend resolutions to the Team Lead. May support junior members of the team in addressing routine issues within the assigned processes

• Open to night shift schedule (9PM to 6AM)
• Amenable for hybrid set-up: 3x per week RTO
• Bachelor’s degree in Communications, Journalism, Business, Marketing, or equivalent combination of experience and education.
• At least four (4) years Bid support experience, preferably within a professional services firm in a similar industry
• Strong knowledge of marketing best practices and procedures, work processes, and tools as related to proposal management of RFQ/P responses
• Experienced in proposal and presentation writing and production
• Intermediate proficiency in MS Office tools such as Word and PowerPoint
• Understanding of graphic design and an eye for communicating content visually – can effectively use our brand guidelines and work with our corporate identity
• Skills in Adobe Creative especially InDesign and Salesforce experience would be highly regarded