Proposals and Contracts Coordinator

The Proposal and Contracts Coordinator will be responsible for assisting in the coordination and preparation of high-quality proposals, bids, and tender submissions.

POSITION OVERVIEW

The Proposals and Contracts Coordinator will be responsible for assisting in the coordination and preparation of high-quality proposals, bids, and tender submissions. Working closely with the tenders and contracts team, the coordinator will assist in managing timelines, gather necessary documentation, and ensure compliance with client requirements. The role is key in ensuring deadlines are met, formatting is accurate, and all proposals meet company standards and client expectations.

EDUCATION

• Minimum of five (5) CXC/CSEC/O’Level passes (including Math and English) AND
• Bachelor’s Degree in Engineering, Economics or Marketing.
• An acceptable combination of academic qualifications and work experience.
• Advanced computer skills and knowledge of Microsoft office tools, Word/Excel/PowerPoint/Visio, and Adobe Acrobat an advantage.
• Diploma, certificate or equivalent in contract administration.

EXPERIENCE

• A minimum of five (5) years’ experience as an Administrative Assistant in a similar service/project-oriented organization. Experience within the energy sector will be considered an asset.

SKILLS

• Strong organizational and multitasking skills with a keen eye for detail.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint).
• Experience with proposal management tools (e.g., SharePoint, CRM systems) is a plus.
• Ability to work independently and as part of a team.
• Strong time-management skills and ability to work under pressure to meet deadlines.

KEY COMPETENCIES:

• Attention to Detail: Ability to focus on the details of a proposal, ensuring accuracy and thoroughness.
• Communication: Clear and effective communication with internal and external stakeholders.
• Collaboration: Ability to work cross-functionally and coordinate with diverse teams to gather relevant information.
• Problem-solving: Proactively address issues or challenges that may arise during the proposal process.
• Adaptability: Able to handle changes in project scope or deadlines without compromising quality.

OTHER

• Possess the desire for continuous learning.
• Positive attitude and willingness to problem solve.

FUNCTIONS, DUTIES AND RESPONSIBILITIES:

• Attends to all correspondence, acknowledges receipt, writes letters based on outlined instructions and where necessary forwards to the appropriate personnel for action.
• Files and maintains proper records of all critical information in accordance with Company policies and procedures.
• Ensures and maintains a high level of confidentiality of all sensitive information.
• Provides assistance in preparing a comprehensive bid proposal which addresses the client's requirements and provide all contractual support in accordance with company policies and procedures.
• Ensure that all inputs to tenders are received in a timely manner from support functions including but not limited to Finance, Human Resources, Legal, and QHHSE.
• Maintains the company’s Tender’s and Contracts List.
• Maintains and updates the electronic tender database.
• Provides administrative assistance to all departments in the preparation of response to customers’ pre-qualifications and tenders as necessary.
• Takes diction and prepares correspondence/minutes to their final completion.
• Performs any other related duties required by management to ensure the successful completion and/ or running of TES operations.
• Provides assistance when necessary to the Sub-contractor Compliance process.

(Please note that unsuitable applications will not be acknowledged)