Senior Specialist, Bid Coordination

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Our people at JLL and JLL Technologies are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people  and empowering them to  thrive, grow meaningful careers and to find a place where they belong.  Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.   

Title - Senior Specialist, Bid Coordination

Reporting to - Manager (Bid Centre of Excellence)

Key stakeholders - Sales Enablement Director, Sales Leads, Subject-Matter-Experts, Solution and Pricing Teams, Design Leads

Direct reports - Not applicable

Duties & responsibilities - What this job involves –

• The bid coordinator is responsible for managing the end-to-end review, organization and compilation of RFPs/RFIs and Bid responses within the necessary timescales
• Review and analyze client tender documents to understand key deliverables required of JLL’s cross-functional teams
• Assemble bid/proposal team
• Lead Go/No-Go, Kick-off and check-in calls, coordinating with specific stakeholders for input and act as the main contact-point for process execution
• Ensure compliance with all RFP requirements and guidelines
• Manage the bid portals for submitted RFPs to submit response and provide regular updates to Bid Managers/Directors on project’s success and updates
• Maintain Gantt / workflow charts to map out current projects and expected closure timelines
• Display proactive approach to working with Bid Managers, Directors and Business Development Teams
• Manage document storage and version control within the proposal process in order for various teams to have relevant documentation readily available for completion and future reference
• Oversee the final review, production, sign-off and submission of proposal
• Collaborate with Graphic Design to oversee the production of graphics, charts and other visuals to align with the client’s requirements and branding
• Liaise with departments such as HR, Finance, Legal and Compliance for accurate responses and firm policies for submission
• Work with the respective KM teams to ensure relevant and up-to-date documents & collaterals are available, and in the correct format and branding
• Work with the Solution & Proposal teams to maintain a record of bids responded, and which business we have won/lost
• Compile bid statistics and metrics tracking & reporting, such as:
  • Time taken to respond
  • Resource and other utilization statistics
  • Identify improvement areas to close bid response drafts faster
• Review knowledge base and proposal baselines to provide initial draft / response options based on the RFP’s requirements
• Capture Proposal team’s feedback on completed drafts

Key skills

• 8-10 years of relevant experience, in a professional services firm
• Excellent written, verbal and interpersonal communications and presentation skills
• Strong project management capabilities in order to plan, organize and oversee complex processes from start to finish
• Collaborative with exceptional stakeholder management skills, including the ability to communicate directly and clearly while motivating cross-functional teams to meet deadlines
• Strong research and analysis skills, proficient in gathering and synthesizing relevant information to support client requests
• Proficiency and confidence with various platforms and online tools such as MS Office suite, SharePoint, etc.
• Proactive and resourceful, able to problem solve for unexpected challenges or questions that arise during the proposal process
• Strategic thinking to align bid team’s inputs with client needs and efficiently allocate resources throughout the proposal process, enhancing the JLL’s competitive position
• High attention to detail, ability to conduct final formatting, spelling and consistent tone reviews, with consistent high-quality deliverables
• Able to work on strict turnaround times
• Able to quickly understand complex processes and create process/data-flow/systems maps (process mapping and documentation)
• Highly organized and able to manage multiple tasks, deadlines and competing priorities

Employee specification

• Post-Graduate
• Experience in Bid Management / Support from a reputed firm
• Experience of working in Bid Management in the technology industry and/or for Enterprise-level clients is a plus
• Someone who is organized and resourceful, and can effectively project manage the bid process, particularly around setting strict deadlines and holding stakeholders accountable
• Has experience in confidently managing competing priorities of stakeholder sitting across regions
• Knowledge/Content Management experience will be a plus

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If this job description resonates with you, we encourage you to apply, even if you don’t meet all the requirements.  We’re interested in getting to know you and what you bring to the table!

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