Proposal Coordinator

A “Magic Quadrant” leader, Ivalua’s solutions work in a complex global economy.  Our innovative Source-to-Pay solutions include automating customized workflows to source, contract, request, procure, receive, and pay for goods and services across the enterprise, refining the procurement lifecycle while reducing cost and risk of spending on indirect goods, direct goods, and services, and improving supplier collaboration.

All companies want the best and brightest. At Ivalua, we also want team members who have a global point of view and who bring customer-focused enthusiasm and ambition to the table. We are a company of doers, of problem solvers, of figure-it-outers. We have fun and we work hard. This is a truly global company with a diverse team of contributors and a set of core values that people can feel every day across all our offices.

Opportunity Statement

The Proposal Coordinator is responsible for producing high quality winning proposals to an existing or prospective client, on time and within budget. They ensure that all the client's questions have been answered as fully as possible, and that the organization has given itself the best possible chance of success.

The role involves coordinating all day-to-day aspects of each individual bid/proposal (primarily in the APAC region), responding to the proposal requirements using existing library content, as well as developing and maintaining the content repositories. 

This is a starting role that provides a great opportunity to join a winning team, gain deeper product and industry knowledge by representing our award-winning software platform, and grow your career in sales, solution consulting, marketing, project management, account management, or business development.

Key Responsibilities:

• Coordinate and produce RFP responses:
  • Create RFP response project plan and organize and lead kick-off call(s)
  • Create proposal drafts and provide “first pass” responses to the RFP questionnaires based on our existing, preapproved library content
  • Coordinate relevant internal stakeholders
  • Coordinate and lead teams through strategic reviews
  • Manage proposal schedule and coordinate all team members to ensure all timelines are met
• Build and maintain the Ivalua knowledge library
  • Maintain accurate content based on previous bid responses Q&A
  • Update the knowledge library after bid submission with new boilerplate answers and new technical answers.
  • Review old content on a regular basis with subject matter experts (Content Audits)
  • Make sure that the answers are always up to date, relevant, accurate.

• Coordinate proposal printing, assembling, mailing/shipping as required.
• Be able to effectively communicate within the response team & with other key stakeholders including interaction with subcontractors, vendors, and other entities associated with proposal development, including relationships with subcontractors, vendors, and other entities associated with proposal development.
• Be able to work on multiple projects, balancing milestones, and due dates.

Skills You Need to Succeed:

• Exceptional organizational skills
• Excellent written communication skills in English; Other languages an asset
• Proven Project Coordination/Project Management skills
• Strong proficiency in MS Office and Google Suite : Advanced formatting skills in Microsoft Word, PowerPoint and Excel; Google Docs/Sheets experience is desirable
• Ability to build strong relationships with the Sales, Presales, Marketing, IT, and all otherglobal teams
• Quick learner with strong research skills and ability to quickly extract key information
• Excellent presentation skills with strong verbal communication abilities
• Attention to detail, and strong ability to work against multiple predefined deadlines

Desirable Skills: 

• Experience with technical software industries
• Procurement/Spend Management knowledge and experience is a plus
• Familiarity with RFP Response Software solutions and experience implementing them
• Good understanding of Procurement market challenges is an asset

Preferred Education:

• Bachelor’s degree in business administration, IT, Sciences, Marketing or in a related discipline.
• Minimum of 2-3 years of experience in a similar role in a related business environment