Bid Studio Administrator at AECOM

Job description

Job Summary

Our Bid Studio currently has a vacancy for a Bid Studio Administrator with experience in supporting on large bids in Africa from an administration perspective, data management, the preparation of reports, and general office and team support.

The Bid Studio Administrator’s role is two-fold the role supports the Assistant Bid Managers and Bid Managers with administrative, compliance and template-based aspects of day-to-day bid preparation. It also provides key support to the Bid Studio lead in terms of data capturing in Sales force (CRM tool), preparing and updating reports to support the Africa pipeline, and providing general administrative support to ensure day-to-day operations within the studio are run smoothly.

The successful candidate will have worked in a challenging and dynamic environment, working to tight timescales and will have experience in supporting tenders from Prequalification to Proposal stages. They will have experience in working as part of a team supporting the production of tender responses, collating market intelligence and in the preparation of supporting information such as company documentation, project data sheets and CVs. The role would suit a self-motivated individual looking to advance their career in a dynamic team.

Thee Bid Studio Administrator provides key support in all steps to capture management and reporting during the capturing / position phase, through the Pre-Qualification Questionnaire (PQQ) / Expression of Interest (EOI) and proposal submission to interview / presentation preparation and debrief sessions.

The appropriate level of competency is required in order that the Job / Project Accountabilities listed below can be carried out to the necessary standard

• Creates templates and formats documents, applying or creating style sheets.
• Operates as the central point for the compilation of tender documents, and has a thorough understanding of production- and delivery-related timelines and processes, and is able to ensure that proposals are ready for review and submission.
• Assists in the preparation of presentations for specific pursuits.
• Participates proactively in the preparation and management of proposal preparation schedules, providing key support to the Bid Manager.
• Supports in setting up and maintaining proposal preparation platforms for specific pursuits, such as SharePoint and Huddle.
• Arranges working sessions and meetings, as well as books meeting rooms and refreshments / catering, where applicable.
• Takes action-oriented minutes during meetings and strategy sessions with minimal guidance, and distributes them to relevant parties.
• Is responsible for general administration tasks related to the Bid Studio, including ensuring the Bid Studio’s equipment, facilities and calendar are in order, and manages and leads administration-related functions such as facilitating training requests and sessions, IT-support requests, etc.
• Monitors and updates opportunities in the CRM (Sales force), where required, including drawing and distributing reports, as well as creating dashboards and working with End Market Assistants in the business to ensure opportunity records are updated, where required.
• Establishes strong, collaborative working relationships with other End Market Assistants and with the Bid Studio.

Minimum Requirements

• You will have solid verbal and written communication skills, and will be able to request and provide information in a professional way.
• You will have the ability to work on multiple tasks with minimal guidance and source information independently and proactively.
• You will have an excellent eye for detail, not accept second best and will take personal pride and responsibility for all aspects within your control.
• Outstanding document formatting skills and solid presentation creation skills.
• You will have a sound working knowledge of Microsoft Excel, Word and PowerPoint.
• You will have a flexible approach to supporting bids and business development activities across Africa.
• Excellent ability to work collaboratively and build credibility with senior colleagues
• The ability to work collaboratively with colleagues and bid teams.
• You will be able to think in a methodical way to manage the administration and production of bids
• You will have the ability to work under pressure and deliver work to deadlines.
• You will have the ability to use various methods to source data to create accurate reports on opportunities in the pipeline.
• Will thrive on the adherence to processes / systems and highly motivated to support bid teams

IT Skills Required In

• Microsoft Word, Excel and PowerPoint
• Sales force (preferred)
• Adobe InDesign (preferred)
• Adobe Illustrator (preferred)

Preferred Qualifications

5 - 7 years of experience in the administration and production-related aspects of proposal preparation, preferably in the E/A/C (engineering, architecture, consulting) environment

What We Offer

AECOM is a place where you can put your innovative thinking and business skills into high gear and work alongside other highly intelligent and motivated people. It's a place where you can apply your skills to some of the world's most challenging, interesting, and meaningful projects worldwide. It's a place that values the diversity of our areas of practice and our people. It's what makes AECOM a great place to work and grow. AECOM is an Equal Opportunity Employer.