Proposal Administrator

We are seeking a Proposal Administrator to provide high-quality administrative, coordination, and document-management support throughout the opportunity and proposal lifecycle.

The role helps the Work Winning and technical teams deliver compliant, accurate, and professional submissions for Expressions of Interest (EOIs), Pre-Qualification Questionnaires (PQQs), Requests for Proposals (RFPs), Requests for Quotations (RFQs), tenders, and other client opportunities.

The successful candidate will be responsible for maintaining reliable bid information, managing tender communications and client portals, coordinating standard corporate content, and supporting submissions in accordance with client requirements, internal governance, and agreed deadlines.

Responsibilities

Proposal and bid administration

• Provide day-to-day administrative support across multiple opportunities and proposals.
• Set up and maintain bid folders, document structures, templates, schedules, trackers, and submission files.
• Coordinate inputs from technical, commercial, and corporate contributors against agreed deadlines.
• Compile, format, and consolidate proposal documents in accordance with company templates and client instructions.
• Support final compliance checks, confirming that forms, declarations, attachments, and supporting documents are complete.
• Maintain auditable records of submitted documents, approvals, and final correspondence.

Client portals and tender communications

• Monitor the team inbox and client procurement or tender portals, and distribute communications promptly to relevant team members.
• Register opportunities and download tender documents, addenda, clarifications, and submission instructions.
• Submit technical queries and clarification requests prepared by the bid team within stipulated deadlines.
• Coordinate portal registrations, access permissions, and user information with internal stakeholders.
• Upload proposal documents under the direction of the responsible Proposal or Bid Manager and retain submission confirmations.

EOI and PQQ coordination

• Coordinate routine EOI and PQQ responses using approved corporate information and standard content.
• Gather required information from Finance, HR, technical teams, and other business functions.
• Coordinate signatures, declarations, certificates, policies, and supporting documents.
• Maintain completed prequalification content for efficient and controlled reuse.

Proposal development support

• Support proposal kick-off activities by preparing folders, templates, response schedules, and coordination trackers.
• Collect technical inputs, CVs, project experience, case studies, organisation charts, and supporting evidence.
• Help contributors comply with page limits, templates, naming conventions, and submission requirements.
• Provide formatting, proofreading, version-control, and quality-check support before internal reviews and final submission.
• Support post-submission archiving, outcome recording, feedback capture, and lessons learned.

Opportunity and bid tracking

• Maintain accurate opportunity and submission records in the bid tracker and relevant business systems.
• Record key data such as client, project, market, value, stage, submission deadline, status, and responsible team members.
• Track milestones including registration, clarification, review, and submission dates.
• Support regular reporting on live and upcoming opportunities and follow up on missing or outdated information.

Content and knowledge libraries

• Maintain controlled libraries of staff CVs, project sheets, case studies, standard company information, policies, certificates, and approved proposal content.
• Work with contributors to obtain updated project and personnel information.
• Apply clear naming conventions, version control, and archive arrangements.
• Remove or archive superseded material to reduce the risk of outdated content being used.

Stakeholder coordination

• Act as a reliable coordination point between Work Winning, technical teams, Finance, HR, IT, leadership, and other stakeholders.
• Communicate requirements and deadlines clearly, follow up professionally, and escalate risks or missing information promptly.
• Support collaboration across offices, geographies, and time zones while handling commercially sensitive information appropriately.

Qualifications

• Bachelor's degree in Civil Engineering.
• Typically 2–5 years of experience in proposal administration, bid support, business development administration, project administration, or document control.
• Experience in an engineering consultancy, infrastructure, construction, or professional-services environment is desirable.
• Experience using client procurement portals, document-management platforms, or CRM/work-winning systems is advantageous.

Skills and competencies

Organisation and delivery

• Strong planning, administration, and time-management skills.
• Ability to coordinate several deadlines and priorities simultaneously.
• High attention to detail, accuracy, and process discipline.

Communication

• Clear professional written and verbal English.
• Confident follow-up with technical and non-technical stakeholders.
• Strong proofreading and document-consistency skills.

Digital capability

• Strong Microsoft Word, Excel, PowerPoint, Outlook, and Teams skills.
• Working knowledge of SharePoint, OneDrive, and PDF tools.
• Ability to learn CRM, opportunity, and proposal-management systems.

Personal attributes

• Proactive, dependable, collaborative, and service-oriented.
• Calm and responsive under tight tender deadlines.
• Discreet when handling sensitive or confidential information.