About this role
Key Responsibilities: • 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.