Proposals Coordinator

We are looking for a Proposals Coordinator to join the Proposals and Commercial team, based in Aberdeen.

The Proposals Coordinator will support the preparation, coordination and processing of accurate and professional technical and commercial proposals and quotations within client deadlines, in accordance with ICR processes and approval requirements.

The role will work closely with the Commercial Advisor, Proposals team, Operations and Sales teams, providing proposal administration, coordination and associated commercial support.

The Proposals Coordinator will develop their knowledge and experience within the business with the aim of independently managing standard quotations and proposals, while escalating commercial, contractual and technical matters where appropriate.

This role will report to the Commercial Advisor.

The main tasks include, but are not limited to:

• Assist with the preparation and submission of accurate and professional Technical & Commercial Proposals, from initial enquiry through to submission, award or close out, in accordance with defined scopes of supply, client requirements and internal procedures
• Prepare and process Sales Quotations and Sales Orders within SAP Business One, ensuring the information is complete, accurate and appropriately recorded.
• Ensure that the ICR Proposals Process is adhered to at all times.
• Coordinate the timely review and approval of proposals/quotations from the relevant technical and sales stakeholders.
• Coordinate the timely review and approval of proposals and quotations by the appropriate technical and commercial stakeholders in accordance with ICR's approval requirements.
• Undertake an initial review of client purchase orders against the corresponding ICR quotation, identifying and escalating any pricing, scope, delivery, commercial or contractual discrepancies to the Commercial Advisor or appropriate stakeholder.
• Process approved sales orders within SAP Business One and issue the appropriate documentation to clients and internal stakeholders.
• Maintain accurate and up-to-date proposal, quotation and sales order records within SAP Business One and other relevant systems.
• Assist with the preparation, formatting, compilation and quality checking of tender and proposal documentation prior to submission.
• Maintain appropriate proposal documentation and records in accordance with ICR document management requirements.
• Maintain and update the weekly proposals report, supporting accurate reporting of proposal activity in accordance with the Service Realisation Process.
• Organise and participate in internal proposal, tender and clarification meetings where required.
• Assist with client and internal clarification requests relating to proposals, quotations and sales orders, escalating matters where appropriate.
• Provide proposal administration and associated commercial support to the Commercial Advisor and wider Commercial team as required.
• Support the Commercial Advisor with basic commercial and contractual activities, including document preparation, information gathering and initial reviews, where appropriate.
• Support international hubs across different time zones where reasonably required.

• Supporting the delivery of proposals and quotations within agreed client deadlines and in accordance with ICR's internal approval processes.
• Ensuring information entered into SAP Business One in relation to proposals, quotations and sales orders is accurate, complete and kept up to date.
• Maintaining accurate records of open, submitted, awarded, lost and closed proposals and quotations.
• Following the ICR Proposals Process, Service Realisation Process and applicable commercial procedures.
• Proactively monitoring assigned proposals and quotations and following up with relevant stakeholders to obtain outstanding information or approvals.
• Managing and prioritising multiple proposal and quotation activities to meet competing deadlines.
• Identifying discrepancies, missing information, unusual requirements or potential commercial and contractual issues and escalating these promptly to the Commercial Advisor or relevant stakeholder.
• Producing professional, accurate and consistently formatted proposal and tender documentation.
• Maintaining the confidentiality of client, company and commercially sensitive information, including pricing, margins, contractual information and technical documentation.
• Developing knowledge of ICR's products, services and commercial processes to improve the quality and efficiency of…