Job Description

After a busy and successful start to the year here at Long O Donnell, we are looking for a Proposals Coordinator to support our growing team with methodical management of our tender opportunities and a drive towards digitalisation.

Were seeking a detail-oriented and tech-savvy Proposals Coordinator to join our dynamic team. This role is pivotal in driving successful proposal submissions and maintaining high-quality documentation processes. If you are passionate about data analytics, digitalisation, and delivering compelling submissions, this is the perfect opportunity for you!

The company:

Long O Donnell Associates is continually recognised as a world class consultant providing engineering, project and programme management and commercial solutions, to our clients within the energy, infrastructure and Governmental sectors.

Providing consistently high results time and time again, we are today supporting many major complex projects and programmes with our skills in commercial and contracts, design and engineering, project delivery and health, safety and environmental services.

Key Responsibilities (Proposals):

Manage PQQ / ITT / Quotation life cycle with support where required from team members.
Initiate/produce non-technical written responses for submissions including; references, case studies, CVs and project experience.
Manage inputs from contributors ensuring that they are aware of deadlines and chase where necessary.
Maintain, organise and collate documents and supporting information for each proposal ensuring the information is of high quality.
Maintain document management system and trackers, ensuring a complete record of the submission is maintained for future review or scrutiny.
Provide feedback to the Proposal Manager of progress with the coordination and collation of information.
Management of all incoming communication, tenders/portals and inquiry documents
Managing multiple outgoing bids and proposals and their timescales
Assigning bid and tenders to bid writers and allocated time management
Manage, upload and distribute all project documentation in relation to bids/quotes
Production of the final submission in liaison with submission team members, ensuring the bid is delivered to the client on time via electronic portal.

Key Responsibilities (Coordination & Data):

Develop automated tools to streamline data entry into proposal trackers and maintain up-to-date records with minimal manual input.
Develop and use tools to assist with drafting boilerplate sections, PQQ responses, and customisable sections based on client profiles.
Design and maintain automated dashboards that provide insights into proposal success rates, win/loss trends, and areas for improvement.
Create real-time, data-driven reports on proposal-related KPIs, such as submission frequency, proposal value, and turnaround times.
Collate and analyse data to identify patterns and provide insights that help shape future proposal strategies.
Collaborate with cross-functional teams (e.g., IMS, technical, and HR departments) to gather content, refine messaging, and ensure technical accuracy.
Support and progress meetings keeping auditable records of actions agreed for each bid.
Identifying relevant industry opportunity and events for marketing purposes
Develop a content calendar for social media, aligning posts with proposal themes, industry trends, and company news.
Monitor social media channels for client and industry engagement, responding to messages, comments, and inquiries in a timely manner.
Regularly update website content, ensuring that information about services, case studies, and key statistics is current and relevant.

The candidate:

1+ years of experience in proposals / tendering or a related field, with a track record of supporting successful proposals.
Experience in a similar industry i.e. construction, energy, utilities
Proficient in creating data visualisations, reports, and dashboards with the ability to translate data insights into actionable strategies.
Familiarity with AI-driven automation tools to streamline workflows and enhance data management
Strong aptitude for working with various technologies, including Power BI, AI tools, In-design and document management systems.
Strong keyboard / IT skills with experience in MS Office packages such as Word, Excel, Access, Power-point and share point
Meticulous attention to detail in document creation, review, and compliance with proposal requirements.
Able to work accurately and methodically under pressure and to strict deadlines
Ability to work collaboratively in a cross-functional team environment, coordinating with technical, HR, and design teams.
Must have great time management and multi taking skills

What We Offer:

Impressive Order Book: The successful candidate will have the opportunity to work on some of the UK and Irelands most exciting projects offering you stability as well as the chance to stretch your capabilities and realise career goals.
Dynamic and Collaborative Work Environment: Be part of a motivated and supportive team that values creativity, collaboration, and innovation.
Professional Development Opportunities: Access training resources, industry certifications, and mentorship programs to advance your skills.
Cutting-Edge Tools and Technology: Work with industry-leading software, including Power BI and automation tools, to drive efficiency and enhance your workflow.
Flexible Work Arrangements: We offer flexible working options to support work-life balance and allow you to perform at your best.
Recognition and Growth Potential: Your contributions are valued, and there are clear pathways for advancement in a growing company where your work makes an impact.

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