Proposal Support Coordinator

About invenioLSI
The largest independent global SAP solutions provider serving the public sector as well as offering specialist skills in media and entertainment. We bring deep expertise combined with advanced technologies to enable organizations to modernize so they can run at the speed of today's business. We know how to navigate the extraordinary complexities of international businesses and public sector organizations, working with stakeholders to drive change and create agile organizations of tomorrow using the technologies of today. Learn more at***.
Role - Associate Proposal ManagerThe Associate Proposal Manager will assist the team with the development, preparation, submission and follow-up of proposals. This includes preparing internal company proposal-related paperwork, files and databases, and serving as an as-needed interface between the Proposal Manager, various team members and additional employees. Primarily responsible for administrative content end-to-end (ensuring all content is complete, up to date and compliant with corporate guidelines). The Proposal Support Coordinator will be responsible for assembling the entire proposal package in accordance with corporate guidelines for a handoff to the Director for the final review and submission. The person will also work with the corporate administrative offices to collect all necessary proposal documentation.
Key Skill & Experience5+ years of relevant experience working in IT industry.
Thorough understanding of documentation that includes (templates, structure, alignment, header/footer, document conversion, and document storing).
Strong MS Office 365 Suite (including standard plus Teams, Visio and Project).
Document-heavy administrative work experience is mandatory.
Software proposal team administrative support (preferred).
Online bidder sites (preferred).
Shared content libraries (preferred).
Public Sector experience a plus.
General SkillsShould be a good collaborator, and organizer, and should have the ability to report the status updates.
Work well in a time-sensitive, deadline-based environment, remaining on call as needed.
Quick learner, detail-oriented.
Should be able to multi-task, prioritize and manage workload.
Should be an experienced administrative professional who is dependable and highly organized with business maturity, discretion, enthusiasm, and a positive attitude.
Proficient to speak, read and write in English is mandatory and in Arabic is desirable.
Possess a strong grasp of the English language, grammar and syntax.
Should be heavily experienced in administrative duties.
Possess a strong work ethic.
Possess excellent proofreading and listening skills.
Possess strong and effective communication skills.
Possess the ability to work with minimal supervision.
Possess strong organizational and critical thinking skills.
ResponsibilitiesArchive old proposal documentation within database.
Assist in business registration requirements.
Assist in the maintenance of local database content.
Assist with administrative tasks for entire Proposal Sales Team.
Assist with end-to-end proposal administrative work.
Assist with team collaboration on content.
Attend team and pre-bid calls for vendors, record notes and take minutes.
Build organizational charts for proposal responses.
Build, develop, maintain and publish all responsibility matrices in Excel.
Coordinate support needs as requested and required to support proposal team members.
Coordinate and assist in print/assembly/pack/ship needs for physical delivery proposal submissions.
Coordinate electronic submission of proposals as needed.
Data load as needed.
Format any proposal and sales administrative documents, presentations, templates.
Gather general information and requirements on current and potential projects as directed.
Maintain documents across multiple platforms.
Maintain and organize printer/materials for distribution.
Maintain insurance certificates for proposals for future/current projects as needed/requested.
Maintain master proposal team calendar.
Maintain Quality Control for all documentation and organization by following organizational standards.
Organize, track and maintain all employee resumes.
Organize meetings as needed.
Outline and Build proposal response document templates for response team to complete.
Proofread and correct narrative material for shared content library as directed.
Read and outline proposal response requirements for response team use.
Review and Proof content-loaded response documents before distribution, as needed.
Review, Maintain and Improve templated structures within local RFP database.
Review, Maintain, Update current Shared content library.
Support Content Build of Response Templates & Forms.
Support Shared Content Library restructures.
invenioLSI is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth and pregnancy-related conditions), gender identity or expression (including transgender status), sexual orientation, marital status, military service and veteran status, physical or disability, genetic information, or any other characteristic protected by applicable federal, state or local laws and ordinances.#