Proposal Specialist

About PM Group

PM Group is an esteemed, employee-owned international firm specializing in engineering, architecture, project, and construction management. With offices spanning Europe, Asia, and the US, the company undertakes complex capital projects in sectors such as life sciences, food and beverages, mission-critical industries, and advanced manufacturing.

Role Overview

The Proposal Specialist will play a crucial role in supporting PM Group's Singapore operations by coordinating business development, marketing, and proposal activities. This position demands exceptional organizational aptitude, meticulous attention to detail, and adeptness at handling diverse responsibilities across administrative and marketing functions.

Key Responsibilities

• Coordinate the entire lifecycle of tenders, Requests for Proposal (RFPs), and Expressions of Interest (EOIs), assuring timely submission and compliance.
• Collaborate with internal technical and project teams to collect inputs necessary for proposals and client presentations.
• Maintain a comprehensive tender calendar, monitor deadlines, and ensure prompt delivery of bid documents.
• Manage pre-qualification documentation, company profiles, and capability statements to keep them current and ready for submission.
• Oversee post-bid activities, including conducting debrief sessions, analyzing wins and losses, and documenting lessons learned.
• Engage with clients and procurement teams during the pre-bid phase to clarify queries and requirements.
• Administer and maintain the company's Customer Relationship Management (CRM) system, guaranteeing data accuracy and regular updates.
• Monitor client engagement activities, including planned and completed visits, and remind Key Account Managers proactively.
• Generate analytics and reports on client interactions, sales opportunities, and pipeline status for management review.
• Coordinate logistics for client meetings, site visits, and hospitality events as needed.
• Develop and update marketing materials such as brochures, project profiles, capability statements, and presentations.
• Manage digital marketing platforms, including LinkedIn and related channels.
• Plan and support participation in industry conferences, events, and networking opportunities.
• Assist with drafting client communications, newsletters, and focused marketing campaigns.
• Support Key Account Managers by preparing meeting agendas, briefing documents, and summarizing discussions.
• Maintain organized records of client preferences, key contacts, and historical interactions within the CRM.
• Facilitate new client onboarding and manage client satisfaction checkpoints.
• Maintain a structured archive of documents, proposals, and client correspondence.
• Prepare frequent activity and pipeline reports for management monitoring.
• Assist in budget management and internal meeting coordination, including agenda preparation and minute-taking.

Qualifications and Skills

• Proficiency in Microsoft 365 applications including Word, Excel, PowerPoint, and Copilot functionalities.
• Highly organized with the ability to multitask and meet tight deadlines effectively.
• Strong focus on detail, especially in proofreading and ensuring the quality of proposals and documentation.
• Prepared to undertake everyday administrative support duties.
• Proactive attitude and eagerness to learn, with the initiative to thrive in a fast-paced environment.
• Excellent communication skills and teamwork capabilities across organizational levels.
• Interest in industries such as engineering, construction, or professional services is advantageous.