Job Description

Key Responsibilities:

1. Administrative Support:

• Provide administrative assistance to the PMO by handling various tasks such as scheduling meetings, preparing agendas, organizing project documentation - including but not limited to plans, schedules and budgets, project performance reports and maintaining project records.
• Collaborate with project managers to track project progress and ensure adherence to timelines.
• Maintain project documentation, including project charters, risk registers, and status reports.

1. PMO Governance:

• Maintain project management processes, methodologies, and standards.
• Support the implementation and maintenance of project management tools and systems.
• Monitor project compliance with organizational policies, procedures, and governance frameworks.
• Identify areas of improvement and recommend enhancements to optimize project delivery.

1. Reporting and Communication:

• Prepare and distribute project performance reports, dashboards, and metrics.
• Coordinate communication between project teams and stakeholders.
• Consolidate and analyze project data to identify trends and insights.
• Prepare presentations and contribute to executive-level reporting.

1. Bid Management:

• Oversee and support the bid management process from opportunity identification to proposal submission.
• Collaborate with sales, business development, and subject matter experts to define bid strategies and win themes.
• Conduct bid/no-bid assessments to evaluate the feasibility and alignment of bid opportunities with organizational objectives.
• Contribute towards and maintain a bid management framework, including templates, guidelines, and best practices.

1. Proposal Development

• Coordinate and facilitate the development of comprehensive, client-focused proposals, ensuring alignment with customer requirements and evaluation criteria.
• Manage the proposal response team, assigning tasks, setting deadlines, and driving collaboration across departments.
• Conduct thorough reviews of proposals to ensure quality, consistency, and adherence to client specifications.
• Edit and refine proposal content to improve clarity, persuasiveness, and responsiveness.

1. Stakeholder Engagement

• Establish effective working relationships with internal stakeholders, including sales teams, subject matter experts, and executives.
• Facilitate proposal kick-off meetings and regular status update meetings to ensure alignment and progress tracking.
• Collaborate with subject matter experts to gather technical information, case studies, and references for proposal content.
• Coordinate with legal, finance, and compliance teams to ensure proposals comply with internal policies and contractual requirements.

1. Competitive Analysis

• Conduct competitive analysis and research to gather intelligence on competitors, industry trends, and market dynamics.
• Leverage market insights to develop differentiated value propositions and positioning strategies.
• Collaborate with sales teams to understand customer needs and tailor proposals to address their pain points effectively.

1. Continuous Improvement:

• Monitor industry trends and best practices.
• Identify opportunities for process improvement and propose innovative solutions.
• Facilitate knowledge sharing and lessons learned sessions.
• Conduct training sessions and workshops to enhance project management skills.
• Collaborate with cross-functional teams to implement process improvements and tools that enhance efficiency and effectiveness.
• Conduct post-bid reviews to evaluate proposal performance, identify areas for improvement, and implement lessons learned.

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 (Project Management Professional) 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.