Pitch Coordinator

Optimized People; Sandton; On-site; ZAR 260,000 - 380,000; Full time

Job summary

Optimized People seeks an experienced bids administrator to support supplier registrations, tender documents, and expressions of interest for diverse clients including government and international organisations.

You will coordinate sign-offs, source documents, manage bid data, and collaborate with designers to produce timely, high-quality proposals. Proficiency in MS Office and confidentiality are essential.

Qualifications

• APMP Membership advantageous
• 5 years' experience in Pitches
• Relevant Degree, Diploma or Certificate in law, Marketing, Business Development
• Computer literate and proficient in MS Word, Excel, Outlook, PowerPoint and Adobe Pro
• Previous experience developing pitch documents within the legal environment

Responsibilities

• Provide administration support on Supplier Registrations, Tender Documents and Expressions of Interests for a variety of clients
• Arrange for sign-offs by authorised personnel
• Sourcing relevant company documents and formatting project references
• Manage bid data and contribute to bidding statistics and analysis
• Plan and coordinate pursuit and proposal development with contributors and deadlines
• Collaborate with external designer team to influence proposal concepts and designs
• Produce and format final bid documents and ensure timely delivery
• Maintain SharePoint bid library and data integrity
• Monitor bid status and provide weekly reports
• Undertake other administrative tasks as required

Skills

Prioritising and organising

Telephone manners

Verbal and written communication

Interpersonal skills

Structured delivery

Discretion and confidentiality

Follow complex instructions

Tenacity under pressure

Integrity

Dependable

Adaptable

Time management

Analytical thinking

Education

Degree or Diploma in Law/Marketing/Business Development

Tools

MS Word

MS Excel

MS Outlook

PowerPoint

Adobe Pro

Job description

• Provide administration support on Supplier Registrations, Tender Documents and Expressions of Interests for a variety of different type of clients (e.g. Government Departments, European Commission, World Bank, Development Banks etc).
• Arrange for relevant authorised signatories to sign off forms and documents.
• Sourcing relevant company documents.
• Searching and formatting project references and completed supplier specific forms as required by the client concerned.
• Providing advice and assisting with relationship management with consultants and external organisations.
• Opportunity searching and project tracking including market and project related intelligence.
• Managing the company data for which they are responsible to ensure the availability, integrity, confidentiality and security of the data.
• Ensure bid data is updated regularly and accurately to aid production of bidding statistics and analysis.
• Work virtually and face to face with a variety of teams in the business (from operations to fee earners) to plan, coordinate, support and deliver innovative, compelling and client focused pursuit and proposal documents that are timely, high-quality, and competitive.
• Utilise word processing, data processing, and industry-specific software programs to edit and finalise proposals.
• Plan and manage pursuit and proposal document development process, coordinate and manage contributors, activities, timelines and deadlines.
• Involved end to end in winning work cycle, from pre-pursuit (client engagement), through document production and delivery, to post-proposal debriefs.
• Collaborate with and brief external designer team to ensure that proposal strategies are considered and influences pursuit and proposal concepts and designs.
• Contribute to the development of commercial offers.
• Share knowledge and contributing to the Pitch Team Bid Library of Information. Maintain status of generic proposals and work with Pitch Manager to ensure they are reviewed, revised and reapproved as necessary.
• Assist with production of final bid documents and arrangements to supply these documents to the clients within defined tender deadlines and formats.
• Ensure bid and proposal Word documentation is formatted, collated and presented in a professional manner.
• Create project timelines e.g. Compulsory Briefing Sessions, Gate Reviews and Bid Submission Reviews and managing inputs accordingly i.e. ensuring that respective agendas, attendance lists, and action trackers are up to date.
• Data entry on various SharePoint databases (bid library).
• Liaise with Pitch Administrator responsible for safe keeping of classified documents, adhering to MoD procedures and regulations.
• Monitor bid/quotation throughout the process, providing weekly status/exception reports as required.
• Ensure opportunities are captured regularly in Supplier Development database to accurately aid tracking and production of bidding statistic, as well as analysis.
• Update file structure on SharePoint and File site and save content appropriately.
• Provide cover for other Pitch Administrator duties as required.
• Undertake other administrative tasks as required.

QUALIFICATIONS & EXPERIENCE:

• APMP Membership advantageous
• 5 years' experience in Pitches
• Relevant Degree, Diploma or Certificate in law, Marketing, Business Development
• Computer literate and proficient in the use of MS software particularly Word, Excel, Outlook, PowerPoint as well as Adobe Pro
• Previous experience developing pitch documents within the legal environment

SKILLS & COMPETENCIES:

• Prioritising and organising skills
• Excellent telephone manner
• Excellent verbal and written communication skills
• Strong interpersonal skills
• Structured delivery approach
• Ability to exercise discretion and maintain confidentiality
• Ability to follow complex instructions and guidelines as appropriate in the performance of support activities
• Tenacity and high stress tolerance
• Integrity: honest and strong ethics
• Dependable
• Adaptable and flexible
• Time management
• Critical and analytical thinking, problem solving