AECOM Bid Studio Administrator in Centurion, South Africa

Business Line Support/Cross Services

Position Title Bid Studio Administrator

South Africa - Gauteng


Job Summary

Our Bid Studio currently has a vacancy for a Bid Studio Administrator to support the team that delivers large bids in Africa. The Bid Studio Administrator’s role is two-fold:

  • Supports the Bid Managers with administrative, compliance and template-based aspects of day-to-day bid preparation.

  • Supports the Bid Studio Lead with data capturing, reporting, collateral development and general administration to ensure day-to-day operations are run smoothly.

As an all-rounder, the successful candidate will be expected to perform at minimum, the following tasks:

  • Reviews RFPs and other related documents, draws up compliance lists and gathers supporting information, including company documentation and information required to satisfy the administrative compliance aspects of proposals.

  • Compiles collateral, creates templates and formats documents, applying or creating style sheets.

  • Operates as the central point for the compilation of tender documents, and has a thorough understanding of production- and delivery-related timelines and processes, and is able to ensure that proposals are ready for review and submission.

  • Assists in the preparation of presentations for specific pursuits.

  • Participates proactively in the preparation and management of proposal preparation schedules, providing key support to the Bid Manager.

  • Supports in setting up and maintaining proposal preparation platforms for specific pursuits, such as SharePoint and Huddle.

  • Arranges working sessions and meetings, as well as books meeting rooms and refreshments / catering, where applicable.

  • Takes action-oriented minutes during meetings and strategy sessions with minimal guidance, and distributes them to relevant parties.

  • Is responsible for general administration tasks related to the Bid Studio, including ensuring the Bid Studio’s equipment, facilities and calendar are in order, and manages and leads administration-related functions such as facilitating training requests and sessions, IT-support requests, travel arrangements etc.

  • Monitors and updates opportunities in the CRM (Sales force), where required, including drawing and distributing reports, as well as creating dashboards and working with End Market Assistants in the business to ensure opportunity records are updated, where required.

  • Establishes strong, collaborative working relationships with other End Market Assistants and with the Bid Studio.

  • The successful candidate will have worked in a challenging and dynamic environment, working to tight timescales.

  • The role would suit a self-motivated individual looking to advance their career in a dynamic team.

Minimum Requirements

  • Excellent writing and editing skills

  • Outstanding communication

  • The ability to work on multiple tasks with minimal guidance and source information independently and proactively.

  • Excellent eye for detail, not accept second best and will take personal pride and responsibility for all aspects within your control.

  • Outstanding document formatting skills and solid presentation creation skills.

  • Sound working knowledge of Microsoft Excel, Word and PowerPoint.

  • A flexible approach to supporting bids and business development activities across Africa.

  • Excellent ability to work collaboratively and build credibility with senior colleagues

  • The ability to work collaboratively with colleagues and bid teams.

  • The ability to think in a methodical way to manage the administration and production of bids

  • The ability to work under pressure and deliver work to deadlines.

  • The ability to use various methods to source data to create accurate reports on opportunities in the pipeline.

IT Skills required in:

  • Microsoft Word, Excel and PowerPoint.

Preferred Qualifications

  • English degree or similar qualification.

  • Experience in the administration and production-related aspects of proposal preparation, preferably in the engineering, architecture and consulting environment.

  • Working knowledge of Sales force CRM, Adobe InDesign and Adobe Illustrator.

What We Offer

AECOM is a place where you can put your innovative thinking and business skills into high gear and work alongside other highly intelligent and motivated people. It's a place where you can apply your skills to some of the world's most challenging, interesting, and meaningful projects worldwide. It's a place that values the diversity of our areas of practice and our people. It's what makes AECOM a great place to work and grow. AECOM is an Equal Opportunity Employer.

Job Category Communications

Business Group Design and Consulting Services Group (DCS)

Country South Africa

Position Status Full-Time

Requisition/Vacancy No. 184703BR

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status.