Position Purpose

This role will provide professional and high-quality bid production, portal management and coordination across a range of bids, proposals and projects within the facilities management industry for Khadamat. The Bid Proposal Analyst is responsible for leading the production of high-quality bid submissions (from prequalification documents to the final bid submission) which sell themselves to the Client and ultimately increase Khadamat’s opportunity to win new business.

This role will own the quality of the submission documents, assist with solution design and support the Head of Bid and Growth Management during the bid process. In addition to core bid management support responsibilities, this individual will provide flexible administrative support as bids progress through Governance Process.

Key Responsibilities

Bid Management and Co-ordination Activities

• To provide high-quality support to bids of varying scale and complexity.
• To assist in the creation, implementation, and management a project plan to deliver bid requirements on time and on budget.
• To facilitate the day-to-day running of the bidding process through the provision of timely and effective administrative support.
• To support the Bid Management function in ensuring that appropriate governance is followed – including the tracking of governance timelines and the accurate storage of related governance files.
• To regularly manage and update any portal systems (where relevant); ensuring effective version control of all documentation and maintaining status of Khadamat’s portal credentials.
• To format and compile bid documents and ensure relevant outputs are created and collated.
• To upload information and submissions to customer portals, arranging delivery to customer before deadline.
• To arrange, organise and lead relevant meetings to facilitate the bid process (i.e. Bid Kick Off session and Win Themes meetings).
• To coordinate clarification questions from the bid team, forward / liaise with the client and monitor responses throughout the bid process.
• Support the maintenance of a database of previous projects and clients.
• To coordinate the production of information packs for mobilisation/operational team handovers to include all aspects of the operational solution and liaison on all key matters on the contract.
• To gather data on competitors and market conditions – translating complex data and findings into understandable tables, graphs and written reports (both internally and client-facing).
• When required, to conduct additional research to supplement bid responses including collation and presentation of relevant data.

Bid Writing and Proposal Development Activities

• To support the team with bid production, including management of graphics production and final checking of bid submissions.
• Must utilise AI tools, graphic software and all proposal software’s.
• To support the collation of bid collateral and input into knowledge management libraries as required.
• To ensure that all proposals are formatted and comply with company brand guidelines, customer requirements and follow internal quality guidelines.
• To provide high quality writing services to bids of various scale and complexity, across all business sectors.
• To support the bid team in the creation of storyboards and to ensure that these are adhered to throughout bid creation.
• To work with subject matter experts (SMEs) and other colleagues and specialists to ‘interpret’ solutions and to extract information.
• To create quality responses which are well-written, accurate, concise and visually engaging and which effectively convey the required message, answer the customer’s requirements (including adherence to word counts, presentational requirements and evaluation criteria requirements) and score well.
• To understand and capture subtleties and nuances within our solutions and to replicate the passion of our SMEs and operational teams within our bid responses.
• To elegantly incorporate win themes, USPs, sales messages, case studies and ‘hot button’ material into responses.
• To manage the language quality of bids to ensure consistent nomenclature, tone and register throughout a submission or portfolio of submissions.
• To support the management of bid collateral and information sharing across the bid team.

Knowledge, Skills, and Experience

Qualifications

• Educated to a Bachelor’s Degree level.
• Has a minimum of 3 years’ experience in a similar role – project support, bid support or analyst in facilities management.
• Desirable, but not essential has language capabilities including Arabic.
• Desirable, but not essential is APMP Foundation certified (formal training to be provided).
• AI tools.
• Design expertise.
• Graphics design.

Experience

• Facilities Management knowledge and expertise, including solutions for hard and soft FM.
• Supporting the delivery of projects to required timelines / deadlines.
• Experience with AI software’s, Graphic design and exemplary presentation and proposal skills.
• Coordinating individual tasks and supporting the management of bid teams.
• Solving problems and issues successfully.
• Working in cross-functional and widely dispersed teams.
• Supporting standard bidding processes and project timelines.
• Highly proficient in the use of AI tools, Microsoft Office software (with MS Project, SharePoint and Visio advantageous).
• Adobe suite of software including InDesign, Illustrator and Photoshop.
• Demonstrable ability to conduct research across multiple mediums to source information to support bids, opportunities, and other tasks (as required).

Essential Attributes

• Excellent communication and interpersonal skills including relationship development and stakeholder management; individuals will be confident and articulate in all communications with a variety of levels within the business.
• Methodical, process-driven and organised with good attention to detail.
• Ability to multi-task and prioritise particularly in a pressured environment.
• Self-motivated and self-disciplined, proactive team player.
• Adaptable, flexible and resilient (including late / ‘unsociable’ working when required).
• Ability to quickly grasp and assimilate complex information.
• Ability to write and speak fluently in English.

Additional / Special Features of the Role

• Ensure compliance with the company Management System and all relevant business processes, procedures and work instructions to deliver all work with appropriate quality and governance standards.
• Ensure security and integrity of all data provided including reporting performance, finance and customer information, in accordance with company confidentiality and non-disclosure requirements.
• Exercise personal duty of care for their own health, safety and welfare and for those affected by their acts or omissions, in accordance with organisational HSE responsibilities.
• Ensure compliance with all company training requirements and adhere to these requirements at all times whilst in employment.
• Report any accidents, incidents, breaches or potential breaches to appropriate management or through the Speak Up process.