| Location: |
West London, United Kingdom |
| Company: |
Subscription Required |
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Edits and organises all technical written materials supplies by support groups including organisation of chapters, tables, exhibits and attachments.
Provides graphical/layout assistance to ensure that a quality proposal is produced.
Helps maintain current resumes on personnel, job descriptions, company and corporate organisation charts and other standard materials for proposals. Inputs to existing Project Information Database.
Provides support to other offices in proposal preparation on request.
Ensures that technical writing and layout standards for documents and presentations are maintained in a consistent manner.
Interfaces will all levels of employees from top management through support departments.
Performs other tasks associated with the position as may be appropriate.
Advises support departments (e.g., Reproduction, Mailroom) of anticipated needs and production schedule. Confirms turnaround times.
Prepares draft artwork for covers and title pages. Reviews with Pre-Contracts Manager and Proposal Manager, then submits for production.
Places orders for all special order items, i.e., hard covers, title pages, special tabs, colour photos, special paper, pockets, etc.
Prepares and maintains the “master/dummy” book. Keeps this book up to date.
Maintains liaison with all personnel assigned to proposal activity to assure mutual understanding and agreement on all aspects of proposal preparation as defined by the Pre-Contracts Manager and required by the inquiry.
Administers typing of new text and modifications to existing documents.
Edits text to ensure grammatical correctness and compliance with proposal themes.
Gathers and disseminates all data and information relevant to the preparation of the proposal.
All incoming information from the client is copied to the Business Development Coordinator.
Arranges for necessary support including conference rooms, meeting rooms, work area, supplies, materials, etc.
Assists Business Development Manager or Proposal Manager, or represents them in their absence, in conducting coordination or review meetings.
Attends all meetings, time permitting and keeps a current status report of all activities. Immediately advises all parties of schedule changes and issues a revised schedule.
Continuously reviews the proposal document during all stages of production to ensure that it is responsive to the inquiry.
Verifies shipping requirements, i.e., courier availability, shipping time required, client address, etc.
Ensures all address information is correct and available well before scheduled ship date.
Assists Business Development Administrator in updating information for use in future proposals, (i.e. qual/proposal tracking system, experience lists).
Document Content
On smaller proposal efforts the BD Coordinator, in conjunction with the BD Manager, may be responsible for all aspects of proposal preparation.
The BD Coordinator collects appropriate background information and prepares the response to the inquiry.
To accomplish this, the BD Coordinator interfaces with and receives input from various technical and administrative personnel within the company.
The BD Coordinator provides written direction to these personnel as to specific information required and due date. The BD Coordinator reviews all data as to its adequacy and responsiveness to the direction given and inquiry requirements.
On large or technically complex proposals, the BD Coordinator becomes more concerned with coordination and less with actual writing.
The assigned Proposal Manager is responsible for the bulk of the technical and commercial input.
On this type of effort the BD Coordinator facilitates timely completion of the proposal by monitoring progress against the production schedule, ensuring specific requirements are identified and addressed and assuring that necessary resources are available.
On all proposals, ensures that resumes for key personnel are included in the document.
Ensures that resumes are up-to-date and/or tailored for the specific needs of a proposal
With the Business Development Manager and Proposal Manager, reviews notice from client advising presentation, noting agenda, dates, times, etc. Prepares list of attendees.
Reserves presentation room facilities.
With the Business Development Manager, defines the visual aids to be used and the specific equipment requirements, establishes the need for handouts and defines their contents.
Determines whether existing materials can be effectively adapted for the presentation and which new slides need to be prepared.
Advise support groups (i.e. word processing, graphics and reproduction) or work requirements.
Establishes deadlines.
Prepares slides/presentations when required.
Prepares schedule for dry runs and production of slides and/or handout materials.
Distributes all necessary background materials to individuals involved in the presentation (e.g., copies of pertinent sections of a proposal).
Attends kick-off meetings and dry runs.
Requirements:
BA/BSc in Engineering discipline, English, Communications, Journalism, or Technical Writing
This may include experience in editing, writing, publishing, or marketing support functions for engineering and construction company or active participation in proposal development from a technical or commercial standpoint.
Proficiency in using Microsoft Office suite of programs (i.e., Word, PowerPoint, Excel) is essential.
Familiarity with graphics programs (e.g., Adobe Illustrator), desktop publishing programs (e.g., PageMaker) and scanning/photo software (e.g., Adobe Photoshop) is considered an asset.
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