Graduate Proposal Coordinator- UAE National

We are looking for a Graduate Proposals Administrator- UAE National. A Graduate Proposals Administrator supports the proposals and marketing team by managing administrative tasks such as tracking tenders organizing meetings and formatting documents for bids and responsibilities include maintaining bid databases and libraries ensuring documents are accurate and submitted on time and coordinating communication between internal teams and external stakeholders.

JOB SPECIFICATION AND OVERVIEW:

• Role: Graduate Proposals & Marketing Administrator
• Home Office: Abu Dhabi UAE
• Location: Flexible Hybrid Working with a minimum of 3 working days per week at the home office or as Proposals team protocol varies
• Term: Full time
• Reporting to: UAE Pursuits Manager
• Role Summary: To support the UAE Pursuits Manager and Proposals Team in implementing the work winning strategy by monitoring distributing and managing responses through the bid mailbox maintaining statutory databases completing supplier information and ensuring that best practice standards are applied. To support the UAE Pursuits Manager in daily bid administration activities and to work as part of the team and promote a healthy and positive working environment.

KEY RESPONSIBILITIES:

• Document Management:
  • Receive process and track incoming tenders and opportunities.
  • Maintain and update bid/tender portals and internal tracking systems.
  • Organize and manage a bid library with up-to-date company information and or independently lead in updating company CVs for the library where required.
  • Format and perform quality control checks on bid and proposal documents.
• Coordination and Communication:
  • Coordinate and circulate tender communications through shared mailboxes.
  • Organize meetings events and bid calendars to ensure deadlines are met.
  • Liaise with internal teams (e.g. project management design and engineering finance) and external partners to gather information.
• Proposals Support:
  • Assist with populating pre-qualification questionnaires and selection questionnaires.
  • Work with technical and sector leads to support the development of bid materials and presentations.
  • Respond to ad-hoc marketing queries and requests for information.
  • Conduct research and provide ad-hoc support to the bid leads.
• Any other ad-hoc duties to support the UAE Pursuits Manager and Regional Market Development Leader as required.
  • Administrative Skills:Strong organizational skills attention to detail and the ability to manage multiple tasks under pressure.
  • Technical Proficiency:Experience with Microsoft Office Suite (Word Excel PowerPoint) and potentially design software like Adobe InDesign.
  • Teamwork:Ability to work effectively as part of a team as well as independently when required.
  • Communication:Good written and verbal communication skills to liaise with different stakeholders.
  • Commercial Awareness:An understanding of the bid/procurement or business development environment is beneficial.
  • Excellent time management and the ability to prioritize workload to meet multiple deadlines.
  • Able to demonstrate concise and clear writing skills.
  • Ability to use initiative to undertake tasks efficiently and independently.
  • Strong attention to detail and recall skills.
  • Strong organizational and planning skills.
  • You will have a proactive approach and be willing to learn.
  • You will be results driven and strive for the best quality work.
  • Able to work on your own initiative.

ESSENTIAL SKILLS AND QUALIFICATIONS:

Ability to engage and influence teams at all levels. Be a people person understand our clients and manage our internal stakeholders.