DESIGNATION: Jr. Proposals Coordinator
DEPARTMENT: Proposals
LOCATION: Eljo, Kochin, India
Job Purpose
The Jr. Proposals Coordinator supports the end-to-end proposal lifecycle by assisting in the preparation, coordination, and compliance review of bid and proposal documents. The role acts as a central point of coordination between departments to ensure timely, accurate, and compliant submissions in line with RFP/ITT requirements, while also maintaining company documentation, vendor registrations, and insurance records related to bidding activity.
Key Responsibilities
1. Proposal Development
- Assist in the development, writing, editing, and formatting of technical and commercial proposals
- Ensure all proposal content aligns with RFP/ITT requirements and client specifications
- Support quality checks to ensure consistency, accuracy, and professional presentation before submission
2. Departmental Coordination
- Liaise with relevant departments (Technical, Commercial, HR, Finance, Operations) to gather required inputs for proposal compilation
- Track pending inputs and follow up with stakeholders to meet submission deadlines
- Consolidate departmental contributions into a cohesive, submission-ready proposal
3. Bid Document Review
- Review bid documents against RFP/ITT checklists to confirm completeness and compliance
- Stamp, sign, and organize bid documents as per tender requirements
- Flag discrepancies or missing requirements to the Proposals Manager prior to submission
4. Proposal Documentation & Records Management
- Maintain proposals in standardized formats and templates
- Store completed proposals and supporting documents in designated repositories / shared drives
- Ensure version control and easy retrieval of historical proposal records
5. Company Documents Management
- Maintain and monitor BRI & PSC insurance records, tracking expiry and renewal dates
- Coordinate with relevant departments/brokers to ensure timely renewal of insurance documents required for bids
- Maintain an updated repository of company documents commonly required in proposal submissions (trade licenses, certifications, insurance, etc.)
- Update company profile on a monthly basis.
6. Prequalification Support
- Prepare and compile prequalification (PQ) documents as per client/tender requirements
- Ensure PQ submissions are accurate, complete, and submitted within stipulated timelines
7. Vendor Registration
- Update and maintain the company's vendor registration profiles across various client portals
- Ensure registration documents are current and renewed proactively to avoid lapses
- Coordinate with departments to gather updated documentation required for vendor registration renewals
8. Order/Operational Purchase (OP) Creation
- Create and assign Operational Purchase (OP) requests where necessary in support of proposal or documentation requirements
- Coordinate with relevant departments for approvals and processing
Qualifications & Experience
- Bachelor’s degree in business administration, Engineering, or related field
- 1–3 years of experience in proposals, bid coordination, or business development support (industrial/construction sector preferred)
- Familiarity with RFP/ITT processes and bid documentation standards is an advantage
Skills & Competencies
- Strong written and verbal communication skills
- Proficiency in MS Office (Word, Excel, PowerPoint); Adobe Acrobat for document handling
- Excellent organizational skills with strong attention to detail
- Ability to coordinate across multiple departments and manage deadlines
- Document control and version management discipline
- Proactive follow-up and stakeholder management skills
Job Type: Full-time
Education:
Experience:
- Accounting: 1 year (Required)
Work Location: In person
