Description
Role Purpose
To take ownership of the bid process end-to-end throughout the tendering and contract negotiation phases - leading the preparation of tenders to ensure timely submission of accurate bids which meet bespoke client requirements, which safeguarding the Company's commercial interests.
Key Areas of Responsibility
Role
- Actively convert enquiries into secured backlog at approved EBITDA levels.
- Ownership of the companies’ major tenders whether managing the tender directly or working with colleagues to deliver the tender.
- Liaise with client as focal point of contact during tendering phase to build lasting relationships with long-term customers in order to secure repeat business
- Actively lead the tendering process for all assigned tenders, liaising with the wider tender support team and providing guidance to ensure comprehensive proposals are developed.
- Lead Tenderboard meetings and other stage-gate reviews to ensure competitive tenders are submitted on time and with appropriate approvals in place.
- Ensure accurate and comprehensive proposals are delivered in the required format in a timely manner.
- Safeguard Company’s commercial interests during tendering and contract negotiations up to and including Contract award.
- Following contract award, ensure the assigned project team and support functions are briefed on all aspects of the project.
- Comply with the latest Commercial Department Procedure and suggest improvements to departmental processes and tools where weaknesses are identified.
- In addition to generating proposals, demonstrate a sales-orientated approach with a direct sense of responsibility to build the Company’s order book.
HSEQ
- All Company employees whether permanent or temporary personnel, regardless of location, are responsible for complying with the Health, Safety, Environmental, Quality and Security procedures of the Company.
- In all phases of operations, due consideration shall be given to:
- The safety and occupational health of personnel;
- The environment;
- Company/Client/Third Party assets.
- In accordance with the structure and governance of the Company, the position holder is responsible for informing their Line Manager in the event of identifying any matters of non-conformance which impacts individual, department, or Company performance.
- Ensure that the proposals submitted to the Client demonstrate how we have incorporated our approach to HSE within our overall execution plan.
- Act as primary point of contact with the Client during tendering phase until Contract award and, where appropriate, maintain contact with the Client both during and after operational phases - with an aim to build lasting relationships targeting repeat business from key clients.
- Thorough review of ITT to understand and define client requirements / tender deliverables, and preparation of a Tender Summary Sheet; where applicable, prepare tender deliverables matrix and/or preside over tender kick off meetings.
- Disseminate relevant tender information to all appropriate parties supporting the tender (including internal departments and third-party suppliers) - clarifying expected inputs and delivery deadlines.
- Maintain regular communication and good working relationships with third-party and internal support departments.
- Conduct research, brainstorm key points and coordinate with internal support departments to optimise technical and commercial solutions. Participate in risk assessments to identify and address both client and internal concerns.
- Liaise with project technical support to ensure the development of the best technical solution and that all client requirements are met – review and challenge the technical solution as appropriate.
- Produce commercial tender inputs – prepare accurate cost estimates and review/qualify the commercial aspects of ITT - ensure qualifications are comprehensive yet reasonable, maximising the chances of success whilst adequately safeguarding the Company’s interests.
- Lead tender review meetings - Tenderboard meetings as well as other stage-gate reviews - to ensure commercial process is followed and the required management sign-off is obtained.
- Create persuasive and detailed proposals (both in terms of presentation and content), integrating commercial, contractual, technical and HSEQ information to achieve proposals which comply with client requirements.
- Ensure that the Company’s key selling points permeate both the covering letter and other key tender documentation to ensure the Client receives a clear and consistent message on these points.
- Accurately critique and submit final tender documentation within the Client deadline.
- Leading clarifications and negotiations up to point of contract award or tender debrief.
- Ensure the Commercial database is updated and accurate with regards to assigned tenders.
- Complete appropriate documentation and conduct handovers to the project team on successful tenders with particular emphasis on the following;
- Health, Safety, Environmental, Quality, Security;
- Commercial aspect and financial management of the project;
- Legal terms and conditions;
- People and resources;
- Engineering and technical methodology;
- Assets tendered.
- Provide any necessary support to the project team throughout the life cycle of a project, including attendance at lessons learnt meetings.
- Provide guidance and support to other team members for the benefit of the department.
- Tender documents completed in a timely, accurate and professional manner.
- Clear evidence of full engagement and compliance with the appropriate procedures.
- Close working relationship maintained with internal departments.
- Existing client relationships are maintained and developed.
- Evidence of key selling points demonstrated throughout the tender documentation.
- Continued Support to the Project team as agreed once the project is secured.
- Successful conversion of tenders into live projects to achieve agreed EBITDA target.
Key Behaviours
- Self-disciplined
- Self-motivated
- Good communicator
- Competent negotiator
- Good attention to details
- Tenacious
- Decisive
- Commercially astute
- Ability to work under pressure and to tight deadlines
- Efficient problem solver
- Excellent interpersonal / communication skills