SDO Support Specialist

VDA Global Services Philippines Inc.; Makati; On-site; PHP 350,000 - 550,000; Full time

Job summary

VDA Global Services Philippines Inc. is seeking a detail-oriented Proposal Support Specialist to assist the Proposal Project Manager in preparing, formatting, editing, and submitting proposals in response to RFPs and RFQs.

The role emphasizes accuracy, compliance, and timely delivery within a fast-paced environment. The successful candidate will format documents in Word/PowerPoint/InDesign, maintain proposal libraries, and support content updates, branding, and quality checks across multiple

Qualifications

• Bachelor’s degree in Marketing, Communications, Business, English, or a related field, or equivalent professional experience.
• 1-3 years of experience supporting proposals, marketing coordination, or document production.
• Strong written communication and editing skills.
• High attention to detail with strong organizational abilities.
• Ability to manage multiple tasks and deadlines with direction from a manager.
• Proficiency in Microsoft Word, Excel, InDesign and PowerPoint.

Responsibilities

• Assist the Proposal Manager in executing proposal schedules and meeting submission deadlines.
• Assist with proposal intake, tracking, and coordination.
• Assemble proposal documents using approved templates and provided content.
• Support final proposal preparation and submission activities.
• Edit proposal content for grammar, clarity, accuracy, and consistency.
• Update resumes, project descriptions, and standard proposal language as directed.
• Apply approved messaging, branding, and formatting standards.
• Assist with verifying proposal compliance against RFP and RFQ requirements.
• Review formatting, page limits, file naming, and submission instructions.
• Support quality-control reviews prior to submission.
• Format proposal documents using Microsoft Word, PowerPoint, Adobe InDesign, or similar tools.
• Insert graphics, tables, and charts as provided.
• Ensure visual and structural consistency across proposal materials.
• Maintain proposal files, templates, resumes, and project sheets.
• Upload and organize materials in SharePoint, M-Files, Salesforce, and other designated file repositories.
• Assist with proposal logs, trackers, and documentation of outcomes.
• Process and track client work orders from intake through completion, following up on open items with field teams and account managers.
• Manage vendor portal submissions in platforms such as Corrigo, PRIMMS, and Service Channel, ensuring timely and accurate entry of service records.
• Support billing compliance by maintaining current insurance certificates, vendor credentialing, and portal registrations across client accounts.
• Monitor compliance queues and portal dashboards, flagging discrepancies or outstanding items to the appropriate supervisor for resolution.

Education

Bachelor’s degree in Marketing, Communications, Business, English, or a related field, or equivalent professional experience

1-3 years of experience supporting proposals, marketing coordination, or document production

Strong written communication and editing skills

High attention to detail with strong organizational abilities

Ability to manage multiple tasks and deadlines with direction from a manager

Proficiency in Microsoft Word, Excel, InDesign and PowerPoint

Tools

Microsoft Word

Excel

InDesign

PowerPoint

Job description

The Sales Delivery Office (SDO) serves as a centralized hub that supports the full lifecycle of commercial activity for the sales organization. The team is responsible for developing pricing, managing RFP and RFQ responses, and supporting lead development efforts to ensure a strong and consistent pipeline. In addition to these core functions, the SDO provides strategic guidance, operational coordination, and general administrative support that enable the sales team to operate efficiently and effectively. By combining structured processes with cross-functional collaboration, the SDO helps drive high-quality customer proposals, informed decision-making, and sustained sales performance.

The SDO Support Specialist resides in the SDO and assists the Proposal Project Manager in the preparation, assembly, formatting, editing, tracking, and submission of proposals in response to Requests for Proposals (RFPs), Requests for Qualifications (RFQs), and similar solicitations. This is an execution-focused role responsible for producing accurate, compliant, and well-organized proposal materials to ensure timely and professional submissions.

Primary Responsibilities

Proposal Execution and Support:

• Support the Proposal Manager in executing proposal schedules and meeting submission deadlines.
• Assist with proposal intake, tracking, and coordination.
• Assemble proposal documents using approved templates and provided content.
• Support final proposal preparation and submission activities.

Content and Document Support:

• Edit proposal content for grammar, clarity, accuracy, and consistency.
• Update resumes, project descriptions, and standard proposal language as directed.
• Apply approved messaging, branding, and formatting standards.

Compliance and Quality Checks:

• Assist with verifying proposal compliance against RFP and RFQ requirements.
• Review formatting, page limits, file naming, and submission instructions.
• Support quality-control reviews prior to submission.

Formatting and Production:

• Format proposal documents using Microsoft Word, PowerPoint, Adobe InDesign, or similar tools.
• Insert graphics, tables, and charts as provided.
• Ensure visual and structural consistency across proposal materials.

Proposal Library and Administration:

• Maintain proposal files, templates, resumes, and project sheets.
• Upload and organize materials in SharePoint, M-Files, Salesforce, and other designated file repositories.
• Assist with proposal logs, trackers, and documentation of outcomes.

Work Order & Vendor Portal Compliance Management:

• Process and track client work orders from intake through completion, following up on open items with field teams and account managers.
• Manage vendor portal submissions in platforms such as Corrigo, PRIMMS, and Service Channel, ensuring timely and accurate entry of service records.
• Support billing compliance by maintaining current insurance certificates, vendor credentialing, and portal registrations across client accounts.
• Monitor compliance queues and portal dashboards, flagging discrepancies or outstanding items to the appropriate supervisor for resolution.

Required Qualifications

Bachelor’s degree in Marketing, Communications, Business, English, or a related field, or equivalent professional experience.

1-3 of experience supporting proposals, marketing coordination, or document production.

Strong written communication and editing skills.

High attention to detail with strong organizational abilities.

Ability to manage multiple tasks and deadlines with direction from a manager.

Proficiency in Microsoft Word, Excel, InDesign and PowerPoint.

Preferred Qualifications

Experience supporting RFP or RFQ responses.

Familiarity with SharePoint, M-Files, Salesforce, or similar document management or CRM systems.

Experience working in at an elevator contractor, professional services, consulting, engineering, or technical environment.

Experience with Adobe design software products.