Proposals Coordinator

We are looking for a Proposals Coordinator to join the Proposals and Commercial team, based in Aberdeen.

The Proposals Coordinator will support the preparation, coordination and processing of accurate and professional technical and commercial proposals and quotations within client deadlines, in accordance with ICR processes and approval requirements.

The role will work closely with the Commercial Advisor, Proposals team, Operations and Sales teams, providing proposal administration, coordination and associated commercial support.

The Proposals Coordinator will develop their knowledge and experience within the business with the aim of independently managing standard quotations and proposals, while escalating commercial, contractual and technical matters where appropriate.

This role will report to the Commercial Advisor.

The main tasks include, but are not limited to:

• Assist with the preparation and submission of accurate and professional Technical & Commercial Proposals, from initial enquiry through to submission, award or close out, in accordance with defined scopes of supply, client requirements and internal procedures
• Prepare and process Sales Quotations and Sales Orders within SAP Business One, ensuring the information is complete, accurate and appropriately recorded.
• Ensure that the ICR Proposals Process is adhered to at all times.
• Coordinate the timely review and approval of proposals/quotations from the relevant technical and sales stakeholders.
• Coordinate the timely review and approval of proposals and quotations by the appropriate technical and commercial stakeholders in accordance with ICR's approval requirements.
• Undertake an initial review of client purchase orders against the corresponding ICR quotation, identifying and escalating any pricing, scope, delivery, commercial or contractual discrepancies to the Commercial Advisor or appropriate stakeholder.
• Process approved sales orders within SAP Business One and issue the appropriate documentation to clients and internal stakeholders.
• Maintain accurate and up-to-date proposal, quotation and sales order records within SAP Business One and other relevant systems.
• Assist with the preparation, formatting, compilation and quality checking of tender and proposal documentation prior to submission.
• Maintain appropriate proposal documentation and records in accordance with ICR document management requirements.
• Maintain and update the weekly proposals report, supporting accurate reporting of proposal activity in accordance with the Service Realisation Process.
• Organise and participate in internal proposal, tender and clarification meetings where required.
• Assist with client and internal clarification requests relating to proposals, quotations and sales orders, escalating matters where appropriate.
• Provide proposal administration and associated commercial support to the Commercial Advisor and wider Commercial team as required.
• Support the Commercial Advisor with basic commercial and contractual activities, including document preparation, information gathering and initial reviews, where appropriate.
• Support international hubs across different time zones where reasonably required.

Key Responsibilities:

• Supporting the delivery of proposals and quotations within agreed client deadlines and in accordance with ICR's internal approval processes.
• Ensuring information entered into SAP Business One in relation to proposals, quotations and sales orders is accurate, complete and kept up to date.
• Maintaining accurate records of open, submitted, awarded, lost and closed proposals and quotations.
• Following the ICR Proposals Process, Service Realisation Process and applicable commercial procedures.
• Proactively monitoring assigned proposals and quotations and following up with relevant stakeholders to obtain outstanding information or approvals.
• Managing and prioritising multiple proposal and quotation activities to meet competing deadlines.
• Identifying discrepancies, missing information, unusual requirements or potential commercial and contractual issues and escalating these promptly to the Commercial Advisor or relevant stakeholder.
• Producing professional, accurate and consistently formatted proposal and tender documentation.
• Maintaining the confidentiality of client, company and commercially sensitive information, including pricing, margins, contractual information and technical documentation.
• Developing knowledge of ICR's products, services and commercial processes to improve the quality and efficiency of proposal preparation.
• Building effective working relationships with Sales, Operations, Engineering, Finance and other relevant departments.
• Communicating professionally and effectively with clients and external stakeholders where required.
• Identifying and supporting continuous improvements to proposal, quotation and commercial processes.
• Supporting improvements to templates, systems, reporting and working practices that increase accuracy, consistency and efficiency.
• Recognising and adhering to all applicable company HSEQ policies, procedures and requirements.
• Taking responsibility for personal development and progressing towards the independent management of standard proposals and quotations.

Key Skills, Attributes and Experience:

• At least 3 years relevant previous experience in a Proposals role
• Experience in preparation and coordination of Commercial proposals
• Good numerical and commercial awareness, with the ability to review pricing, costs, margins and other commercial information accurately. An understanding of basic commercial terms and conditions is advantageous.
• Experience coordinating input from Sales, Engineering, Operations, Supply Chain and other internal stakeholders.
• Strong organisational and time-management skills, with the ability to manage multiple proposals and competing deadlines simultaneously.
• Strong attention to detail.
• Ability to take on a varied range of tasks and adapt to changing business priorities.
• Experience using CRM and/or ERP systems, experience with SAP Business One would be advantageous
• Strong knowledge in Microsoft Office applications, particularly Word, Excel, Outlook and PowerPoint.
• Strong document formatting and presentation skills.
• A proactive and enthusiastic approach with the ability to use initiative and take ownership of assigned activities.
• Ability to proactively identify and help resolve problems, escalating matters where appropriate.
• Effective written and verbal communication skills.
• Strong interpersonal skills and the ability to build effective working relationships across different departments.
• Ability to work effectively as part of a small team.
• Confidence to follow up and appropriately challenge internal stakeholders where information or approvals are required to meet proposal deadlines.
• Flexibility to support international hubs operating across different time zones.
• Excellent command of the English language, both written and verbal.
• Ability to handle confidential, commercially sensitive and client information appropriately.