Proposals Coordinator

6 months ago

Calgary, Canada Wood PLC Full time

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.

Join a culture of innovation **, **pushing the boundaries of what is possible to seek the best solutions for our clients across Canada.

Our teams are making it a priority to develop flexible working arrangements that balance client, team and individual needs, through our standard **hybrid working model **.

Come and join a winning team Come and join #TeamWood
- Foster the sell of Wood Solutions - Encourage and support cross selling of services for Wood across all markets
- 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.
- 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

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