Proposal Coordinator

Job Summary

Job Description

Who we are and what we do
For more than 30 years, Chevin have been developing and delivering innovative software solutions for the global fleet management industry. Our products and services are used by internationally recognized companies such as Cox Automotive, Canadian National Railway, Deloitte and Accenture, through to not-for-profit organizations, global freight businesses, regional and local government. We have built a powerful platform that allows businesses to efficiently manage the complete lifecycle of a fleet, streamlining processes, improving performance and ensuring compliance. Using the latest technology, we deliver a modularized suite to manage everything from vehicles and assets, all the way to people, drivers, and technicians.

What’s the culture like
Our focus has always been to entice and empower the best talent globally and support them to do great things. Creativity solving problems, passion for driving customer experience and value, and a pride in our work drives constant innovation. Our trusted teams embrace a positive mindset and demonstrate the high levels of accountability which are key to helping us scale and realize our goal of delivering exceptional employee and customer experience.
We have clear business objectives that filter down to individual goals, so that everyone in the business is clear on what they need to do to contribute effectively. We believe this makes Chevin an empowering place to do your best work.

What we need

The role of the Proposal Coordinator is to oversee the end-to-end proposal process for all Chevin locations. This includes preparing proposal responses (including soft market engagement exercises, RFIs, RFPs, and RFQs), technical requirement documents, security questionnaires, due diligence documents, registration on tender portals, and proposals describing Chevin’s products and services in response to requests from prospective clients.

The Proposal Coordinator manages and meets proposal deadlines, working with stakeholders to establish project priorities, actions, and submission due dates as part of the proposal process.

What you will need to do

• Be responsible for end-to-end proposal process; from pre-proposal/sales stage through to live proposal coordination and submission.

• Manage/coordinate efforts and resources to complete proposals by liaising with other Chevin departments and stakeholders to support the completion of proposal responses.

• Devise a successful strategy for winning proposals that represent a good fit for Chevin, including pinpointing the unique selling points (key differentiators) of the organization and solutions.

• Work alongside the Sales Account Executive/s during the proposal process to gain a deeper understanding of the buyer and fit with Chevin’s solution

• Direct proposals through the proposal process, ensuring team adherence to proposal formatting requirements and full responsibility for the resulting proposal response and document ownership.

• Responsible for writing, designing, formatting, and quality assurance of the proposal documentation.

• Qualify opportunities on which proposals to submit and feed into the decision making, over whether to bid for the work.

• Respond to clients’ and other stakeholders’ queries before, during, and after the proposal has been submitted.

• Manage the access and login details to various tenders (for all Chevin offices) and internal submission portals.

• Keep track of all in-flight tenders, via the Tender Planner, to ensure dates and timelines are met.

• Assess and address the technical and commercial risks relating to the proposal during the qualification stage.

• Understand the potential clients’ specific requirements

• Ensure that Chevin are present on relevant procurement portals and frameworks, making sure we are aware of all relevant opportunities that come to market.

• Drive strong performance in the metrics related to proposal submissions, including number of submissions, shortlist rate % and win rate %.

• Work with the Volaris Legal Team to ensure that terms and conditions associated to any opportunities that we bid for are approved and redlined where necessary, in adherence with the defined process and SLA’s.

• Complete other related tasks including our keeping our company data up to date on procurement and risk portals, managing certificate of insurance and W9 form (US) requests etc.

Essential Skills and Experience

• Excellent verbal and written communication skills; strong listening, questioning, and problem-solving skills, allied to an ability to interpret and understand customer requirements.

• Highly organized and analytical with good time management and the ability to prioritize and manage multiple work streams.

• Highly motivated self-starter with high levels of resilience and the ability to succeed in a fast-paced, changing environment, working both independently and as a part of a team.

• Strong attention to detail

• Good commercial acumen

• Excellent teamworking, relationship-building, and influencing skills

• Creative and innovative thinker capable of understanding technical requirements

• An interest in the sector in which Chevin operates, coupled with a willingness to keep up to date with industry trends, regulations, and legislation

• Experience in an enterprise-level software environment

• Strong project management skills (with any formal certifications being an advantage)

• A good knowledge of relevant procurement frameworks, primarily in the US and UK (e.g. GSA, Sourcewell, G-Cloud etc.)

Desirable Skills and Experience

• 2+ years of experience in or with fleet management, logistics, supply chain, or the automotive sector.

• APMP Bid and Proposal Management Certification

• Strong working knowledge of Salesforce

• Experience working as part of an international team

Worker Type

Number of Openings Available