Senior Proposals Management Administrator - 1 year contract

Octave; Warszawa; Remote; PLN 120,000 - 180,000; Full time

Job summary

Octave is seeking a Senior Proposals Management Administrator to craft professional, timely bids and proposals supporting business development within corporate guidelines and customer timeframes.

The role suits candidates with bid management, proposal writing or marketing/sales backgrounds involving customer-facing documents, and requires strong English writing skills and detail orientation.

Qualifications

• Experience in bid management or proposal writing is preferred.
• Excellent written and verbal English skills are essential.
• Strong time management and ability to coordinate multiple proposals.

Responsibilities

• Produce professional, timely documents and proposals to company standards.
• Write new content based on existing materials and re-write/edit responses.
• Produce consistently formatted documents per branding and guidelines.
• Coordinate information gathering from sales, technical, marketing, product, finance, legal and service delivery teams.
• Review customer-provided documentation and prepare draft responses.
• Support Proposal Manager and/or Opportunity Owner on governance and milestone tracking.
• Follow corporate policies for ethical business, proposal management and security.
• Provide regular status updates to the bid/proposal team and Senior Manager Proposals.
• Report activity using GoSell and other systems as required.
• Help build and maintain the EMIA Proposal Library.

Skills

Proposal writing

Project coordination

Planning

Attention to detail

English proficiency

Education

Bachelor’s degree

Tools

SalesForce

SharePoint

MS Word

MS Excel

PowerPoint

Job description

Responsibilities

This position is for a Senior Proposals Management Administrator to produce professional, timely bids and proposals for revenue-generating activity, and to support business development efforts within corporate guidelines and customer-defined timeframes. The role will therefore be best suited to candidates with experience in bid management or proposal writing, or with marketing, sales or technical backgrounds that have included writing customer facing documents to a brief.

Ideal candidates will have demonstrated skills in planning, producing and delivering compliant tenders and proposals within a complex business environment as part of a bids/proposals team. Consideration will, however, be given to candidates with more limited experience that can demonstrate the required skills and a positive attitude to developing within the role.

The role draws heavily on professional writing skills, so you will need an attention to detail and excellent written and verbal skills in the English language as a minimum.

We work alongside and remotely with colleagues from across the EMIA Region and the world, usually supporting multiple proposals at any one time; so you will need to be flexible, very organised and collaborative in your approach. Octave has a broad portfolio of products and services and works across a range of markets – so you will also need to be able to quickly grasp and learn new information.

Responsibilities

• Produce professional, timely documents and proposals to Hexagon company standards.
• Write new content based on existing materials, select and suggest standard content for inclusion where appropriate, re-write / edit proposal responses and review with stakeholders to meet the needs and requirements of each proposal. Using appropriate company sources such as intranet and company share points, other repositories and websites.
• Produce accurate, consistent and professionally formatted documents based on company branding and proposal guidelines, including the use of styles and formatting and inclusion of appropriate images and tables.
• Manage the document development and production process, identifying and gathering relevant information as needed from personnel in other departments, including sales representatives, technical presales resources, marketing, product teams, finance, legal and service delivery.
• Review customer provided documentation or guidance and prepare appropriate draft response documents or templates for the required responses.
• Support the Proposal Manager and/or the Opportunity Owner in coordinating team progress calls, formal reviews and governance as required for each proposal. Agree actions and proposal target dates/milestones and prepare the required proposal trackers.
• Understand and apply all of the relevant corporate policies and in particular the specific company processes and procedures for, ethical business, proposal management, security and using company systems.
• Provide regular status updates on the document completion progress, the needs and assignments of the proposal activity to the bid/proposal team and to the Senior Proposal Manager.
• Reporting your activity using GoSell and other systems as required to track assigned activity to the Senior Manager Proposals.
• Help to build and maintain re-useable content and the EMIA Proposal Library, ensuring that copies of the final proposal documents are captured and added to the appropriate systems.

Education / Qualifications

Typically Educated to Bachelor’s (1st) Degree level, Business Communications, Journalism, Marketing, Sales, Computer Technology or a similar field are preferred. Candidates with relevant Industry experience and an equivalent level technical qualification will also be considered equally.

Excellent English language skills both written and verbal are essential in addition to other languages (German, Italian. French, Spanish).

Excellent attention to detail is required including formatting, grammar, layout and spelling.

You must possess effective time management skills, coordinating numerous simultaneous proposals and meeting internal and customer deadlines.

Experience in the use of a document library and/or proposal automation tools is an advantage

Basic understanding of the financial component of business proposals, including calculation of margin, project estimates, pricing models etc.

A clear communicator with excellent presentation skills, coordination skills and a positive attitude.

Advanced Microsoft Word, Excel, PowerPoint, Teams, SharePoint, Project & proficient in other common Office applications such as experience in the use of SalesForce or other CRM systems.

APMP (Association of Proposal Management Professionals) Foundation Level Certification, or equivalent experience in Shipley or other established proposal or project management best practices is preferred.

About Octave

Octave provides mission-critical software that empowers organizations to make informed decisions across every stage of the asset lifecycle – Design, Build, Operate and Protect – where performance, safety, and reliability are non-negotiable and failure is not an option.

Turning complex operational data into actionable intelligence, Octave connects expertise, real-world conditions and enterprise-scale insight to improve performance, resilience and incident response where it matters most.

Octave has more than 7,000 employees in 45 countries. Learn more at octave.com and follow us on LinkedIn.

Why work for Octave?

All in. Always forward. That's the way we do things around here. We put trust in our people because we believe it's the best way to unleash potential, bring ideas to life, and keep moving ahead. And it's why we're committed to creating an environment that's truly supportive, providing you with the resources you need to support your ambitions, no matter who you are or where you are in the world.

Everyone is welcome

At Octave, we believe that diverse and inclusive teams are critical to the success of our people and our business. Here, everyone is welcome. As an inclusive workplace, we don't discriminate. In fact, we embrace differences and are fully committed to creating equal opportunities, an inclusive environment, and fairness for all.

Respect is the cornerstone of how we operate, so speak up and be yourself. You're valued here.

Senior Proposals Management Administrator - 1 year contract

Job Location (Short): Madrid, Spain | Swindon, United Kingdom | Warsaw, Poland

Workplace Type: Remote

Req Id: 3403

About Octave

Octave provides mission-critical software that empowers organizations to make informed decisions across every stage of the asset lifecycle – Design, Build, Operate and Protect – where performance, safety, and reliability are non-negotiable and failure is not an option.

Turning complex operational data into actionable intelligence, Octave connects expertise, real-world conditions and enterprise-scale insight to improve performance, resilience and incident response where it matters most.

Octave has more than 7,000 employees in 45 countries. Learn more at octave.com and follow us on LinkedIn.

Why work for Octave?

All in. Always forward. That's the way we do things around here.

We turn...

Everyone is welcome

At Octave...