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Balmoral, a division of Balmoral Group, provides surface and subsurface buoyancy, insulation and elastomer products and services to the global energy, defence, subsea communications and oceanographic industries.
We are looking for a proposals co-ordinator to join our busy team.
The role
Working in conjunction with and under the direction of the Bid Manager, Senior Proposals Engineers, Board of Directors and the Sales Team, the Proposals Co-ordinator will be responsible for the co-ordination of large tenders, ensuring the timely and accurate submission of technical and commercial offers.
The Proposals Department is a small specialist team who are focused on supporting core and new business across the company. We work on high-value and detailed proposals to a high standard for clients globally. You will be responsible for creating compelling bids on time for our different product sectors of the business. This is a great opportunity to utilise your bid experience in a fast paced, exciting industry.
This unique role gives the successful candidate commercial experience while gaining a better understanding of the technical aspects of the products we supply from design, testing through to manufacture and delivery.
From initial documentation review through to bid signoff and submittal, the Proposals Co-ordinator will action requests to internal and external stakeholders, while supporting the wider proposals team.
As well as coordinating, there is opportunity for growth through the preparation of bids for core products utilising Microsoft packages and internal custom built software applications.
The applicant will need to be very organised with the ability to multi-task, as a large proportion of the position involves managing workload as well as that of others to ensure tight and conflicting deadlines are met.
In addition to co-ordination, important administrative tasks are a requirement of the role. This can range from the creation and filing of documentation, to the compilation and presentation of monthly reports, completion of client questionnaires and liaising with other stakeholders for the return of key information.
Other duties will be requested from time to time.
Main Duties
To assist the proposals department with continual support throughout the complete bid process, maintaining customer satisfaction and good client relations.
- To adhere to Balmoral Comtec core values
- Have the ability to identify, understand and interpret client specification requirements, while identifying specific department actions
- Liaise with internal departments to gather supporting information for bid submission and co-ordinating any enquiry specific meetings
- Have a good understanding of Balmorals products
- Co-ordination of all documentation from Clients
- Preparation of pre-qualification and tenders in accordance with internal management system (IMS)
- The development of bid winning documentation for the submittal of bids to clients
- Work closely with the projects team in the compilation of variations from existing projects
- Keep track of outstanding external department actions for the wider team
- Acknowledge receipt of enquiries through Client portals
- Have an understanding of the various Client portals and ensure that these are kept up to date
- Manage the proposals inbox folder distributing key emails within the business and controlling responses ensuring that these are within the stated deadline, chasing if required
- To assist the organisation of department workload
- Ensure that all systems are maintained and developed in line with company procedures
- Manage, compile and submit Client questionnaires
- Keep track of the number of enquiries logged on a month by month basis
- Compile quotations for certain Balmoral products and services as and when required
- Provide administrative support to the proposals department
- Training, support and assistance to members of the team as well as other colleagues on an ongoing basis
- Ensure product track records are maintained with accurate project information
- As necessary, perform other duties, requiring the same level of skill & responsibility
Qualifications & Experience
Required:
- Good general education
- Previous work experience in co-ordinator role or similar
- Excellent communication and organisational skills
- Ability to multi-task and work to tight deadlines
Desirable:
- Ability to work using own initiative and to work as part of a multi-disciplinary team
- Ability to effectively manage own workload, and work within given timescales (both internal and external)
- Commitment to provide excellent Customer Care
