Associate Specialist - Proposal Coordination and Production

Associate Specialist, Proposals

Title:

Associate Specialist, Proposals

Summary

The Proposal Coordinator is a key member of the Proposals team, combining hands‑on proposal document development responsibilities with structured support to the Proposal Manager. The role is designed to perform core proposal production and submission activities while actively supporting proposal planning, coordination, and execution.

The Proposal Coordinator works closely with Proposal Managers, Sales/Business Development, technical contributors, graphics, and other stakeholders to ensure proposals are well‑structured, professionally presented, compliant, and submitted on time. The role requires strong organisational skills, attention to detail, excellent written English, and the ability to manage multiple deadlines in a fast‑paced bid environment.

Key Responsibilities

Proposal Coordination & Support

• Support the Proposal Manager in the planning, coordination, and execution of proposals, pre‑qualifications, expressions of interest, and client presentations.
• Assist in defining proposal deliverables, schedules, and responsibilities, and track progress through the full bid lifecycle from receipt of ITT to submission.
• Ensure proposals are compliant with client instructions, bid requirements, and internal proposal procedures.
• Coordinate inputs from multiple contributors and offices, following up to ensure timely delivery of content.
• Assist with preparation for kick‑off meetings, review cycles (e.g. Red Team), and post‑submission clarifications.
• Maintain proposal records, correspondence, and audit‑ready files in line with company procedures.

Proposal Production & Submission

• Own the end‑to‑end proposal production and submission process, including document setup, formatting, compilation, and final production.
• Develop and maintain proposal documents using company templates and style guides, ensuring consistency and professional presentation.
• Format and integrate proposal narratives, CVs, experience sheets, schedules, and appendices.
• Prepare and manage tables of contents, document splits, annexures, and supporting attachments.
• Proofread and edit proposal content for grammar, clarity, consistency, and compliance.
• Incorporate review comments accurately and efficiently into master documents.
• Coordinate printing, binding, packaging, and courier arrangements where required.
• Support electronic and web‑based submissions through client portals and e‑bidding platforms.

Content & Knowledge Management

• Support the development and maintenance of proposal libraries, including standard text, CVs, project experience, templates, and compliance matrices.
• Assist Proposal Managers with drafting selected proposal sections or responses for smaller or less complex bids, as capability develops.
• Ensure final proposal documents and lessons learned are archived appropriately for future reference.

Stakeholder & Team Interface

• Liaise professionally with Sales Leads, Proposal Leads, technical authors, graphics teams, and senior stakeholders.
• Act as a reliable point of contact for proposal administration, document control, and submission activities.
• Provide guidance to contributors on document structure, templates, and submission requirements.

Experience & Qualifications

• Degree or equivalent experience in engineering, business, communications, or a related discipline.
• Typically 5–8 years’ experience in proposal coordination, proposal production, document management, or a similar role within an engineering, construction, or professional services environment.
• Good understanding of proposal processes and the requirements of competitive tendering.
• Experience working in a regulated, procedure‑driven corporate environment.

Skills & Competencies

Technical & Professional Skills

• Advanced MS Word skills (styles, templates, TOCs, and large document management).
• Strong working knowledge of MS Excel, PowerPoint, and Adobe Acrobat Professional.
• Experience with SharePoint and electronic document management systems; familiarity with e‑bidding platforms is an advantage.
• Excellent written English, with strong editing and proofreading capability.
• High attention to detail and a strong sense of document quality and consistency.

Behavioural & Personal Attributes

• Highly organised, with the ability to manage multiple priorities and tight deadlines.
• Proactive and dependable, with a strong sense of ownership and follow‑through.
• Strong interpersonal and communication skills, comfortable interacting with senior stakeholders.
• Team‑oriented, flexible, and willing to work extended hours when required to meet bid deadlines.
• Calm under pressure, with a practical and solution‑oriented mindset.

Experience Level

Mid Level