Description Overview The ideal candidate will be a self-motivated team player with proven organisational skills, be able to multi-task (working on more than one proposal at a time), have excellent proofreading skills, possess a keen attention to detail, and demonstrate dependability, flexibility and excellent interpersonal skills. Ideally you need Advanced MS Word skills to work with our in-house macro driven templates. Working with large complex files (100+ pages) and experience with Adobe Acrobat Pro would be an advantage. In addition you should have a willingness to work extended hours, as needed. As part of the bid team the successful candidate is responsible for all the ‘administrative’ aspects of the proposal production from receipt of the client invitation to tender (ITT), through kick-off meeting with the bid team, through various revisions and reviews to printing and final submission. You will assist the Proposal Manager by setting up the specific bid layout according to our clients’ requirements, coordinating and formatting material for the proposal responses using the KBR house templates, thoroughly check through the content provided for spelling, grammar, consistency in message and ensuring proposal is of high quality and ready to read whilst maintaining the integrity of all the documentation. You will be required to follow administrative processes and procedures to ensure compliance and meet company proposal standards. This is a key role in the proposals department and the successful candidate will be responsible for supporting the bid teams in ensuring that KBR continues to deliver the highest quality proposal documentation. Development and training will be given to the candidate to ensure they succeed within the role. Responsibility You will be required to understand the submission instructions of the invitation to tender (ITT) received and to work with the proposal manager to ensure that we comply with the client’s instructions: Ensure pre-bid / ITT material is saved to the project folder Be alert to inconsistencies in the ITT document and bring them to the attention of the proposal manager Determine the layout of the document in line with ITT specification and KBR template Make enquiries/arrangements for bid delivery to be incorporated in schedule - check courier arrangements and timing required for a timely delivery. Administration support to proposal leadership team throughout the bid lifecycle: Distribute the ITT to all key players involved in the bid Set up electronic proposals folder Set up the compliance matrix Format CVs Prepare the table of contents and the document split Set up and manage the ‘dummy book’ and prepare templates for the master document Work with graphics to ensure they have the necessary information required for producing covers, spines, flyers Supporting formal Red Team reviews Incorporate review comments into the final document Pack and label bid according to client instructions in time for courier. Department administration: Filing / archiving / housekeeping of electronic and hardcopy files CVs to be updated with masters Maintaining templates. Experience Preferably degree level, but a good background in the production of proposals is more important Advanced MS Office (Word, Excel, PowerPoint, Visio) – beyond the ordinary secretarial requirement (creating and updating tables of contents with TOC, H1, H2, H3, formatting and changing styles in macro run templates, ability to move content between applications) Adobe Acrobat Professional (work with pdf files to add and/or replace text, converting to Word, copying images from pdf files, creating pdf files from Word, Excel, PowerPoint and WebPages) Good eye for composition (desk top publishing) Experience within a regulated corporate environment – familiar with following standard procedures Previous proposal / project administration experience on projects through the entire lifecycle Experience with large, complex documents where each section can exceed 100 pages Experience in printing and collating large documents with the understanding of the importance of consistency Experience with online web based submissions and document management (e.g. SharePoint, ARIBA, Documentum) Basic knowledge of Photoshop, Adobe Creative Suite, InDesign and Illustrator or any image resizing tool would be advantageous Creation of organisation charts (in Illustrator or Visio).