Proposal Support Coordinator, Infrastructure

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Date: Feb 3, 2025

Company: Hatch

Requisition ID:94490

Job Category:Administration/Support

Join a company that is passionately committed to the pursuit of a better world through positive change. With more than 65 years of business and technical expertise in mining, energy, and infrastructure, our 10,000 colleagues in 150 countries tirelessly work toward bettering the industries in which we operate. With practical solutions that are safe, innovative, and sustainable, we think globally while acting locally. Are you looking for an opportunity to join a diverse group of professionals who are committed to remaining exceptional? We look forward to hearing from you.

As part of our Shared Services group, comprised of Finance, Marketing, Communications, Human Resources, Commercial, Legal, and Facilities, we support the business in achieving their goals through a range of strong technical capabilities. We ensure delivery of services through the skills of our people, methodologies, and systems.

As Proposal Support Coordinator (PSC) for the Infrastructure sector, you will work to edit and design the finalized proposal document. The PSC will also work to communicate the proposal in various ways, including working with the graphic design team, and with the proposal team to ensure that all deadlines are met. In many situations, you will be working on multiple proposals at the same time.

Key Responsibilities

• Coordinate the production and creation of marketing materials and proposals, utilizing highly developed organization, interpersonal and team building skills
• Prepare the detailed proposal outline based on the requirements and criteria for evaluation
• Perform ongoing maintenance of proposal template libraries, including updates of business development literature (i.e., project description sheets, project listings, CVs, etc.)
• Support proposal development with subject matter experts (SMEs) and proposal team members
• Maintain proposal development schedules (i.e., kick-off meeting, production meetings, proposal deadline, etc.); and anticipate and resolve proposal challenges and problems
• Create template documents as well as entry and editing of boilerplate language and the integration of this boilerplate into draft documents (includes review, formatting and proofing)
• Ensure quality assurance and control of all documentation
• Research archives of past projects and proposals for similar scopes in order to exemplify experience requirements
• Print and assemble bids and proposals using office equipment and coordinate the delivery process for bids and proposals via courier, and/or hand-deliver bids
• Integrate the Project LifeCycle Process (PLP) Library, project specific procedures and templates to develop documents using the correct project template and accurately register the documents in the electronic document management system (EDMS)
• Support all project participants in complying with project procedures and using the EDMS to capture project documents
• Understand and comply with each functional group's procedures
• Register and allocate document numbers for correspondence and uncontrolled documents and store documents in the correct EDMS folders
• As required, drag project emails and media files to the EDMS using the drag and drop functionality of the EDMS
• Audit and review the accuracy of document management attributes in the EDMS
• Assist with other administrative tasks as required

Qualifications and Experience

• College Diploma or University Degree in Business Administration or equivalent
• Advanced level in the following applications: MS Outlook, MS Word, Excel
• Previous use of web-based applications, such as Skype, SharePoint, CRM, preferred
• Possesses excellent communication skills both oral and written
• Ability to adapt to changes, multi-task, organize, and prioritize
• High attention to detail and organizational skills
• Previous experience with document management systems and engineering processes is ideal
• Ability to work independently, with minimal supervision
• Collaborate on exciting projects to develop innovative solutions

Don't meet every single requirement? You don't need to. At Hatch, we are building a diverse, inclusive workplace that fosters innovation. If you're interested in this role, we encourage you to apply even if your past experiences don't perfectly align with the skills we've listed.

We're committed to fostering a workforce that reflects the diversity of the communities in which we operate and serve. Hatch is an Equal Opportunity Employer that considers applicants without regard to age, race, color, national origin, citizenship, religion, creed, gender, sexual orientation, marital status, disability, veteran, or any other protected status. If you have any accommodation requirements, please let us know. We'll do our best to meet your needs in accordance with applicable local legislation.