Proposals and Admin Coordinator

3 weeks ago


Abu Dhabi, United Arab Emirates Canadian Road Transport & Engineering Consultancy Full time

**Job Description: Proposals and Admin Coordinator**

**Key Responsibilities**:
1. Receive Requests for Proposals (RFPs) and Requests for Quotations (RFQs) and delegate to the technical team for necessary action.

2. Review Tenders, RFPs, and RFQs, and collaborate with the technical team to prepare comprehensive proposals.

3. Track inquiries and ensure timely submission before deadlines.

4. Follow up and negotiate with clients on submitted proposals to achieve closure.

5. Coordinate between the technical team and clients to clarify RFPs and RFQs.

6. Prepare project costing based on technical team's manhour calculations and coordinate with management on client requests for fee discounts.

7. File received Letters of Award (LOAs) and Purchase Orders (LPOs), delegating them to the technical team and Accounts for further action.

8. Coordinate between the technical team/Accounts and clients on any LOA/LPO clarifications or revisions to facilitate closure.

9. Maintain updated Projects folders upon receipt of LOAs/LPOs and update Proposals folders as inquiries are received and submitted.

10. Provide monthly/quarterly updates on submitted proposals to management.

11. Deliver weekly project status updates to management.

12. Prepare documents required for tender submissions (e.g., resumes, organization charts, project lists) or as per RFPs & RFQs requirements (e.g., NDAs, KYC forms).

13. Coordinate with building management (ITC) for office repairs and cleaning requirements.

14. Prepare company documents and edit company profiles as per client/project requirements.

**Requirements**:
1. Bachelor’s degree in business administration, Engineering, or related field.

2. Proven experience in proposal preparation, administration coordination, or a similar role.

3. Excellent organizational and time-management skills.

4. Strong attention to detail and accuracy.

5. Effective communication and negotiation skills.

6. Ability to work efficiently under pressure and meet tight deadlines.

7. Proficiency in MS Office Suite.

8. Familiarity with tender processes and documentation.

9. Ability to multitask and prioritize workload effectively.

**Preferred Qualifications**:
1. Experience in the engineering or construction industry.

2. Knowledge of project management principles.

3. Familiarity with CRM software.

4. Previous experience in contract management.

**Note**: This job description outlines the primary duties and requirements of the role. Additional responsibilities may be assigned as deemed necessary by management.

**Job Types**: Full-time, Permanent

Ability to commute/relocate:

- Abu Dhabi: Reliably commute or planning to relocate before starting work (required)

Application Question(s):

- Are you available to start in 15 days?

**Experience**:

- Proposals: 2 years (required)

Application Deadline: 05/04/2024


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