Proposal Coordinator

Ivalua; Massy; Hybrid; EUR 42,000 - 54,000; Full time

Benefits offered by this job

Hybrid working model (3 days in the

Snacks and weekly lunches in the

Career development program

Global collaboration culture

Job summary

Ivalua, a leading cloud-based spend management company, seeks a Proposal Coordinator, EMEA for French-native support. You will manage RFP responses, draft answers from pre-approved content, and coordinate SMEs across the EMEA region.

This entry-level role offers exposure to product knowledge, and a path toward sales, solution consulting, marketing, project management, or business development, while working in a hybrid setup with three days in the office weekly.

Qualifications

• Excellent oral and written communication skills in English and French (native speaker). Additional language (German, Dutch, Spanish or Italian) is an asset.
• Strong proficiency in MS Office (advanced formatting in Word, PowerPoint, Excel) and Google Suite (Docs, Sheets).
• Exceptional organizational skills with proven project coordination or management abilities.
• Attention to detail, and strong ability to work against multiple predefined deadlines.
• Ability to build strong relationships with Sales, Presales, Marketing, IT, and global teams.
• Quick learner with strong research skills and the ability to extract key information efficiently.
• Excellent presentation skills and strong verbal communication abilities.
• Strong autonomy with effective management of priorities.
• Open to new tools, technologies, and continuous improvement.
• You are comfortable working in a hybrid setup, with three mandatory office days per week.

Responsibilities

• Coordinate and produce RFP responses.
• Create RFP response project plan and organize and lead kick-off call(s).
• Create proposal drafts and provide “first pass” responses to the RFP questionnaires based on our existing, preapproved library content
• Coordinate relevant internal stakeholders and coordinate and lead teams through strategic reviews
• Manage proposal schedule and coordinate all team members to ensure all timelines are met.
• Coordinate proposal assembling, mailing/shipping as required.
• Communicate effectively with the response team and with key stakeholders such as subcontractors, vendors, and other partners involved in proposal development.
• Be able to work on multiple projects, balancing milestones and due dates.
• Build and maintain the Ivalua knowledge library:
• Maintain accurate content based on previous bid responses Q&A
• Update the knowledge library after bid submission with new boilerplate answers and new technical answers.
• Review old content on a regular basis with subject matter experts (Content Audits)
• Make sure that the answers are always up to date, relevant, and accurate.
• Actively adopt and critically assess new tools, including AI, to improve content quality and team efficiency.

Job description

Founded in 2000, Ivalua is a leading global provider of cloud-based procurement solutions.

COMPANY OVERVIEW

At Ivalua we are a global community of exceptional professionals, who believe that digital transformation revolutionises supply chain sustainability and resiliency to unlock the power of supplier collaboration.

We achieve this through our leading cloud-based spend management platform that empowers hundreds of the world's most admired brands to effectively manage all categories of spend and all suppliers to increase profitability, improve ESG (environmental, social, and corporate governance) performance, lower risk, and improve productivity. Driven by our passions and fueled by our shared ambitions, we empower and challenge each other to create meaningful experiences for our colleagues, customers, partners, and communities.

Our Bid Desk team operates across EMEA, AMER, and APAC regions, embodying a truly international and multicultural environment. This diverse team plays a critical role in supporting Ivalua's strategic pursuits by delivering high-quality bid responses.

ROLE:

We are currently looking for a Proposal Coordinator, EMEA - French native speaker.

Reporting to the EMEA Manager of the Bid Desk team, you will be responsible for the administrative aspects of proposal development, including the initial review of RFPs and drafting responses using pre-approved library content. The role involves reviewing RFP requirements, preparing preliminary responses for Subject Matter Experts (SMEs) to refine, and coordinating the day-to-day activities of each bid or proposal (across the EMEA region and South EMEA sub-region, more specifically). You will ensure that all questions are answered as fully as possible and that the organization positions itself for the best chance of success.

This is an entry-level role offering an excellent opportunity to join a winning team, gain deeper product and industry knowledge while representing our award-winning software platform, and build a career path in sales, solution consulting, marketing, project management, account management, or business development.

WHAT YOU WILL DO WITH US

Coordinate and produce RFP responses:

• Create RFP response project plan and organize and lead kick-off call(s)
• Create proposal drafts and provide “first pass” responses to the RFP questionnaires based on our existing, preapproved library content
• Coordinate relevant internal stakeholders and coordinate and lead teams through strategic reviews
• Manage proposal schedule and coordinate all team members to ensure all timelines are met.
• Coordinate proposal assembling, mailing/shipping as required.
• Communicate effectively with the response team and with key stakeholders such as subcontractors, vendors, and other partners involved in proposal development.
• Be able to work on multiple projects, balancing milestones and due dates.

Build and maintain the Ivalua knowledge library:

• Maintain accurate content based on previous bid responses Q&A
• Update the knowledge library after bid submission with new boilerplate answers and new technical answers.
• Review old content on a regular basis with subject matter experts (Content Audits)
• Make sure that the answers are always up to date, relevant, and accurate.
• Actively adopt and critically assess new tools, including AI, to improve content quality and team efficiency.

YOUR PROFILE

If you have the below experience and strengths, this role could be for you:

Skills and Experience:

Required Skills:

• Excellent oral and written communication skills in English and French (native speaker). Additional language (German, Dutch, Spanish or Italian) is an asset.
• Strong proficiency in MS Office (advanced formatting in Word, PowerPoint, Excel) and Google Suite (Docs, Sheets).
• Exceptional organizational skills with proven project coordination or management abilities.
• Attention to detail, and strong ability to work against multiple predefined deadlines.
• Ability to build strong relationships with Sales, Presales, Marketing, IT, and global teams.
• Quick learner with strong research skills and the ability to extract key information efficiently.
• Excellent presentation skills and strong verbal communication abilities.
• Strong autonomy with effective management of priorities.
• Open to new tools, technologies, and continuous improvement.
• You are comfortable working in a hybrid setup, with three mandatory office days per week.

Required Experience:

• 1-3 years of relevant experience in a similar role in a related business environment.
• Bachelor's degree in business administration, IT, Sciences, Marketing, or in a related discipline.
• Experience in a multicultural environment and familiarity with the technical software industry.
• Background in SaaS/technology industry (preferred).
• Good understanding of procurement market challenges and experience in procurement/spend management is a plus.
• Experience in RFP automation tools such as Responsive, or equivalent platforms, is a plus.

WHAT HAPPENS NEXT

If your application fits this specific position’s needs, our skilled Talent team will reach out to schedule an initial screening call. Get one step closer to achieving your goals –

Our Talent team will guide you through every step of the interview process - from preparation to completion. They're here to support you!

Our recruitment process is designed to assess your competencies through a series of personalised interviews with internal stakeholders relevant to the role.

Interviews will be conducted virtually via video or on-site with face-to-face meetings.

LIFE AT IVALUA

• Hybrid working model (3 days in the office per week)
• We're a team dedicated to pushing the boundaries of product innovation and technology
• Sustainable Growth, Privately Held
• A stable and cash-flow positive Company since 10 years
• Snacks and weekly lunches in the office
• Feel empowered to pursue your goals with improved team collaboration and increased creativity/productivity
• Unlock and unleash your full professional potential with our exceptional training and career development program
• Join a dynamic and international team of top-notch professionals who are experts in their respective fields. Collaborate with like-minded individuals who are deeply passionate and highly motivated about their work. Experience a truly diverse and inclusive work environment where your unique contributions are highly valued
• Regular social events, competitive outings, team running events, and musical activities

United by our values we embrace diversity and equity in the broadest possible sense to create an inclusive workplace. To help our customers make supply chains more efficient, sustainable and resilient, we rely on a global team with a variety of backgrounds, skills and views. We believe in equal opportunity and in diversity as a driver of innovation that cultivates a spirit of inclusiveness, creates a productive and fun place to work, and provides fulfilling career opportunities for all Ivaluans. https://www.linkedin.com/company/ivalua/about/

Experience life at Ivalua - check out our captivating video! Gain insight into our unique company culture and get a glimpse of what it's like to work with us.

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