SAP Proposal Support Coordinator (US Citizen or Permanent Resident required)
Description
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 www.invenioLSI.com.
Our Proposal Support Coordinator will report to the lead Global Bid Manager to assist the proposal team with the development, preparation, submission and follow-up of proposals. This includes but is not limited to preparation, review and tracking of internal company proposal related documentation, files and databases. This position will serve as a liaison between the Global Bid Manager, proposal response team members and various company departments such as Corporate Administration and Legal Affairs to gather and maintain required proposal documentation. The Proposal Support Coordinator will primarily be responsible for end-to-end administrative content ensuring all applicable proposal work is complete, up to date and compliant.
SAP Proposal Support Coordinator (US Citizen or Permanent Resident required)
Experience:
- Heavy administrative support experience with 5+ years (required);
- Strong MS Office 365 Suite (including standard plus Teams, Visio and Project): 3+ years (required);
- Excellent English writing/editing skills (required);
- Online bidder sites (preferred);
- Shared content libraries (preferred);
- Document-heavy administrative work experience (required);
- Software proposal team administrative support (preferred);
- Public Sector experience a plus (preferred).
Ideal Candidates will:
- Work well in a time-sensitive, deadline-based environment, remaining on call as needed;
- Work a flexible time schedule, understanding we are a global enterprise;
- Be a quick learner and self-starter;
- Be able to multi-task, prioritize and manage workload;
- Be an experienced administrative professional who is dependable and highly organized with business maturity, discretion, enthusiasm, and a positive attitude;
- Be detail-oriented;
- Be heavily experienced in administrative duties;
- Possess strong grasp of the English language, grammar and syntax;
- Possess strong work ethic;
- Possess excellent proof reading and listening skills;
- Possess strong and effective communication skills;
- Possess ability to work with minimal supervision;
- Possess strong organizational and critical thinking skills;
- Possess strong computer, MS Office and formatting skills.
Responsibilities:
- Assist with end-to-end proposal administrative work;
- Assist with proposal end-to-end process as needed;
- Assist with team collaboration on content;
- Assist with administrative tasks for entire Proposal Sales Team;
- Attend team and pre-bid calls for vendors, recordings notes and taking minutes;
- Archive old proposal documentation within database;
- Archive old proposal documentation work after proposal submission;
- Assist in business registration requirements;
- Assist in the maintenance of local RFP database/ content libraries;
- Build organizational charts for proposal responses;
- Build, develop, maintain and publish all responsibility matrices in Excel;
- Build department reporting as needed;
- Breakdown RFP into responsibility matrices for response team members;
- 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;
- Executed additional misc. administrative support duties as needed;
- Format any proposal and sales administrative documents, presentations, templates;
- Gather general information and requirements on current and potential projects as directed;
- Understand the end-to-end proposal management process for professional growth and fill in needs;
- Maintain documents across multiple platforms;
- Maintain and organize materials for distribution;
- Maintain insurance certificates for proposals for as needed;
- 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;
- Read and understand proposal project response specifications;
- Review and proof content-loaded response documents before distribution, as needed;
- Review, maintain and improve templated structures within local RFP database;
- Review, maintain and track internal databases and matrices content;
- Review, maintain, and update current and future shared content libraries;
- Support content build of response templates & forms;
- Support shared content library restructures;
- Set up company as new vendors in systems, maintain credentials and submit corporate data;
- Work with the bid manager to determine and execute priorities.
Education/Training/Language:
- High School Diploma or equivalent (required);
- 4 year degree (preferred);
- English language 100% fluency skills speaking/writing (required);
- Arabic language fluency skills a plus.
Remote Work 95%, occasional on-site team meetings required as needed.
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 mental disability, genetic information, or any other characteristic protected by applicable federal, state or local laws and ordinances. invenioLSI’s management team is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities, access to facilities and programs and general treatment during employment.
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 mental disability, genetic information, or any other characteristic protected by applicable federal, state or local laws and ordinances. invenioLSI’s management team is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities, access to facilities and programs and general treatment during employment.