Project and Proposals Administrator

3 weeks ago

Perth, Australia Mining Plus Full time

Why This Role?

The Development Team at Mining Plus is responsible for driving business profitability and growth through an emphasis on client advocacy and brand value. The team comprises specialists in marketing, business development, commercials, and project and proposal controls, who collectively focus on acquiring new clients and work by (1) positioning and articulating our brand value, (2) supporting integrated business development and proposal processes across the business and (3) driving consistent improvement. The Development Team works closely with the wider Support Services Group (HR, Office Management, IT, Accountants etc.) to deliver an efficient and high-quality service to both internal and external customers.

  • The Development Officer leads and supports the Development Team to articulate and align clients and work with our brand, while monitoring and managing brand evolution to changes in target market and client needs.
  • The Marketing Coordinator manages the delivery of marketing and branding collateral and campaigns to ensure Mining Plus’s brand value is articulated clearly and consistently to target clients.
  • The Business Development Managers nurture client and partner relationships, oversee key account managers and ensure the brand value of Mining Plus is articulated and developed to meet specific and evolving client and business needs.
  • The Commercial Specialists review commercial risks and ensure commercial engagements have clear and agreeable terms for smooth project delivery and payment.
  • The Proposal and Projects Administrators drive alignment to the Mining Plus brand through managing key proposals and projects, overseeing the proposal and project delivery across the business and continually improving our approach to meet evolving client and team needs.

Responsibilities

As Proposal and Project Administrator, you will be working with your counterparts as a globally integrated team, reporting directly to the Chief Development Officer. This is a highly collaborative role requiring an excellent communicator to liaise across the organization to drive client success and business growth. With customer service as your ethos, you will be responsible for interacting with various stakeholders to drive quality in the end-to-end proposal process, ensuring a smooth transition from proposal to project, overseeing and assisting throughout project delivery and payment, and continuously improving proposal and project success.

Manage proposal quality and delivery

Work closely with internal teams (including proposal and project control peers, technical experts, business unit leaders, and marketing), to develop successful bids and proposals and drive quality and consistency in the end-to-end proposal process (from RFP to submission, follow-up and closure).

  • Opportunity Monitoring: Maintain CRM and opportunity database, ensuring customer details are updated and names/codes match Pronto and the network Drive (P/M/N drive).
  • Proposal Planning Assistance: Assist with proposal planning process and task assignments via Accelo
  • Proposal Collation: Collate and update team profiles, case studies, proposal wording to support the proposal scope and strategy
  • Subcontractor Management: Manage subcontractor quotes, setups and liaise with commercial team on subcontractor engagements.
  • Proposal Follow ups: Follow up with Opportunity Manager and client to check on proposal progress
  • Resource Planning: Update All Projects Calendar as instructed by Managers to allocate resources.

Drive project delivery success

Work closely with internal teams (including proposal and project control peers, technical experts, project managers, and business unit leaders), to ensure the successful delivery of client projects. Oversee and assist throughout project delivery, as chargeable administrative and project controls work.

  • Project Kick-off and Setup: Manage the transition from proposal to project (project setup and kickoff); Trigger kickoff meetings (where required) to align project team prior to start
  • Expense Claims: Managing the reimbursement process for expense claims including logging them to the project
  • Travel Coordination: Book project-related domestic and international travel, as well as accommodations
  • Project Progress Control: Facilitate project ‘stand-ups’ and task assignments. Monitor delivered versus proposed work and assist in triggering variations where required.
  • Project Invoicing & Debtors: Manage project invoicing process in Pronto and debtor follow-up
  • Project Close-out: Manage the project close out process including Project Summaries/Case Studies, data Archiving, collecting client and team feedback etc.

Team Collaboration and Continuous Improvement

  • Seek and provide regular feedback on proposals and project delivery with team members and business unit leaders to promote continuous improvement.
  • Working with the Development Team and the broader business to continuously improve proposal and project delivery and exceed customer expectations.

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