Project Management and Bid Support Specialist

Job Description: The primary responsibility of this role is to provide administrative support to the project management office (PMO). This involves handling various tasks such as scheduling meetings, preparing agendas, organizing project documentation including plans, schedules, and budgets, project performance reports, and maintaining project records.Another key responsibility is to collaborate with project managers to track project progress and ensure adherence to timelines. Additionally, maintaining project documentation, including project charters, risk registers, and status reports, is a critical aspect of this role.The successful candidate will be responsible for maintaining project management processes, methodologies, and standards. They will also support the implementation and maintenance of project management tools and systems.Maintaining project compliance with organizational policies, procedures, and governance frameworks is another crucial task in this position.The role requires identifying areas of improvement and recommending enhancements to optimize project delivery.Reporting and Communication: The incumbent will prepare and distribute project performance reports, dashboards, and metrics. They will also coordinate communication between project teams and stakeholders. Consolidating and analyzing project data to identify trends and insights is also a key responsibility.Bid Management: The candidate will oversee and support the bid management process from opportunity identification to proposal submission. They will collaborate with sales, business development, and subject matter experts to define bid strategies and win themes.Conducting bid/no-bid assessments to evaluate the feasibility and alignment of bid opportunities with organizational objectives is another critical task in this role.Additionally, the candidate will contribute towards and maintain a bid management framework, including templates, guidelines, and best practices.Proposal Development: The successful candidate will coordinate and facilitate the development of comprehensive, client-focused proposals, ensuring alignment with customer requirements and evaluation criteria.They will manage the proposal response team, assigning tasks, setting deadlines, and driving collaboration across departments.Conducting thorough reviews of proposals to ensure quality, consistency, and adherence to client specifications is a key responsibility.Stakeholder Engagement: The candidate will establish effective working relationships with internal stakeholders, including sales teams, subject matter experts, and executives.Facilitating proposal kick-off meetings and regular status update meetings to ensure alignment and progress tracking is another critical task.Competitive Analysis: The incumbent will conduct competitive analysis and research to gather intelligence on competitors, industry trends, and market dynamics.Leveraging market insights to develop differentiated value propositions and positioning strategies is a key responsibility.Continuous Improvement: The candidate will monitor industry trends and best practices.Identifying opportunities for process improvement and proposing innovative solutions is another critical task in this role.Qualifications and Requirements: Bachelor's degree in business administration, project management, or a related field.Proven experience in a project management support role or similar administrative position, bid management, proposal development, or related roles within a competitive business environment.Strong organizational and time management skills with the ability to handle multiple tasks and prioritize effectively.Solid understanding of project management principles, methodologies, and tools.Attention to detail and a commitment to maintaining accuracy and quality in project documentation, proposal content, and formatting.Proficiency in project management software and collaboration tools.Excellent communication and interpersonal skills to collaborate with various stakeholders.Strong teamwork and collaboration skills to work effectively with diverse project teams.PMP certification is a plus.Excellent written and verbal communication skills, with the ability to articulate complex ideas in a clear and compelling manner.Proficiency in Microsoft Office Suite and familiarity with proposal management tools and platforms.Knowledge of sales and marketing principles, including value proposition development and client-centric approaches.Ability to thrive in a fast-paced, deadline-driven environment while maintaining a high level of professionalism and composure.