Senior Proposal Coordinator

About the role

The Senior Proposal Coordinator is an integral part of our proposal development process, entrusted with the responsibility of ensuring the security and integrity of all proposal documentation. This role involves coordinating the internal proposal process, reviewing all proposal inputs, and directing the production of the final proposal. As a Senior Proposal Coordinator, you will work in close collaboration with the proposal team, ensuring that all internal and external requirements are met, from the receipt of inquiry through to contract award. This position holds the overall responsibility for adherence to the QISG’s proposal process, ensuring that our high standards are maintained. In addition to the duties typically assigned to a Proposal Coordinator, the Senior Proposal Coordinator role comes with enhanced responsibilities. These include a more in-depth workload, potential leadership opportunities within the group, offering the chance to guide, mentor, and influence the direction of our proposal process.

Responsibilities

• Prepares and submits documentation to set-up internal proposal number.
• Performs a detailed review of the inquiry to interpret the scope of work and associated deliverables.
• Develops the proposal matrix and schedule, adhering to the guidelines set forth in the Company’s proposal process guidelines.
• Establishes the electronic file structure, archive, and back-up capability and procedures for all proposal materials on the Company’s server system.
• Establishes and documents electronic proposal file access and tracking protocols for ensuring the security and integrity of all proposal documentation.
• Schedules, organizes, and leads internal proposal kick off meetings with assigned Technical Proposal Lead and identified team.
• Liaises with commercial and technical teams, as well as other departments across multiple business segments and offices, to request documentation required for proposal/prequalification submittals (rate sheets, contract, schedule, safety, quality, etc.).
• Establishes the format of the proposal to reflect the Client's requirements and the Company’s agreed proposal win strategy.
• Coordinates the preparation of the proposal on a day-to-day basis and holds regular progress meetings with the proposal team, all while ensuring adherence to the established proposal matrix and schedule.
• Identifies key problem areas during the proposal development and reviews problems and recommended solutions with relevant stakeholders.
• Ensures that the proposal is fully compliant with the Client’s requirements. Where this is not possible, identify alternatives and possible solutions.
• Ensures that scope of services is fully defined in the proposal write-up and that the words are consistent with the basis of the estimate as prepared by the Technical Proposal Lead.
• Coordinates the internal flow and review of all proposal inputs and outputs while ensuring the appropriate personnel review and approval levels (complying with Company’s Delegation of Authority) are in place prior to submitting the proposal.
• Acts as