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Proposal and Tender Specialist, English-Spanish

Job Summary

Reporting to the Manager of Sales Operations, and as a member of the Sales & Marketing team, the Proposal and Tender Specialist is responsible – with little supervision – for producing all types of standard and non-standard commercial proposals (including proposal requests, responses to Tenders, RFPs, etc.) and getting the appropriate reviews and approvals to ensure that our final offers protect the corporation’s interests and intellectual property, maximize financial and operational performance, and minimize the risks for the corporation.

When producing proposals, the Proposal and Tender Specialist will collect all pertinent information, produce the pricing sheet, draft the proposal, and ensure it is reviewed and approved by all required stakeholders.

Roles and Responsibilities

Commercial Proposals

Act as proposal producer for all assigned proposals (from the assignment to the delivery of the final product) including the following, whenever applicable:

  • Ensure we have the authorization from Ultra to do commercial activity with OFAC listed countries
  • Review and understand internal request and/or Customer requirements
  • Review account history to ensure consistency in pricing and response
  • Actively participate in the proposal strategy definition by researching internal and external information, proposing ideas, options and creative ways to present proposals and pricing, keeping in mind our Customers’ differences in culture, as well as economic and political situations in order to adapt/optimize our offering accordingly
  • Organize kick-off and review meetings
  • Review and understand terms and conditions (e.g. contractual terms, delivery delays, etc.). Identify and communicate exceptions and potential risks
  • Prepare and publish a project schedule to ensure the proposal will be delivered before or on the due date and time
  • Where additional technical, contractual or any other information is required, ensure tasks are assigned and clearly communicated to the appropriate person and/or department within Forensic Technology or Projectina (e.g. Sales, Marketing, Engineering, GCS, Finance, Contracts, or others as required) and ensure information is received within the required timeframe
  • If external services are required (such as Notary, Lawyers, Chamber of Commerce, Consulate/Embassy, Translator, etc.):
    • Gather all necessary information (e.g. business hours, fees, etc.)\
    • Prepare all required documents\
    • Obtain appropriate internal signatures
    • Obtain appropriate external services, as required
  • Prepare draft(s) and final offer as well as clear and well documented cost-pricing worksheets (standard pricing including pricing summaries whenever applicable, or custom pricing)
  • Draft answers to standard and complex technical and commercial requirements, and integrate input from other stakeholders to ensure a homogeneous and accurate offer that respects corporate standards
  • Identify required approvers and initiate the approval process
  • Communicate and follow-up with all approvers to answer questions and ensure the approval is completed within the required timeframe
  • Review proposals and pricing produced by other team members

Sales Operations Content Management

  • Customer Relationship Management (CRM) software
    • Adequately document all offers in the CRM in a timely fashion
  • Proposal templates and content
    • Review the proposal content and format to ensure it is aligned with the stakeholders’ current requirements as well as with the corporate strategy.
    • Ensure revisions are available in English, Spanish, and French in a timely fashion
  • Other
    • Assist the manager in coaching, developing, and mentoring the junior team members

Key Competencies/Skills

  • Good understanding of pricing models and strategies
  • Good understanding of Customers’ (both internal or external) needs and requirements
  • Ability to turn needs and requirements into an appealing offer
  • Pursue everything with energy, drive and a proactive “can-do” attitude; anticipate emerging issues and prepare to address them
  • Flexible and dynamic with the ability to multi-task and work under pressure, with tight deadlines and shifting priorities.
  • Strong attention to detail: consistently demonstrate accuracy in product description, pricing model and terms and conditions
  • Excellent organizational skills
  • Develop relationships based on professionalism, respect and trust with all coworkers
  • Possess good cultural sensitivity and awareness
  • Takes ownership of assignments with a view to completing tasks while focusing on tangible results
  • Consistently demonstrates determination to achieve high standards in own work
  • Is recognized by peers for quality mindset and is driven to eliminate errors or deficiencies
  • Is consistently focused on effectiveness and on delivering exceptional results
  • Ability to promote and maintain an healthy climate when the team is under high pressure
  • Able to work with little supervision
  • Ability to interact with Sales Directors and understand their needs
  • Ability to work and interact with colleagues for the common good
  • Understands that his/her department exists to achieve the corporation’s mission
  • Contributes to creating a strong sense of “team” in the department
  • Positive attitude with demonstrated leadership skills

Qualifications and Experience

  • Education: relevant College (CEGEP) or University degree in Administration, Marketing, Finance
  • Relevant experience: 5 to 10 years
  • Excellent communication skills (both written and spoken) in English and Spanish (mandatory) and French being an important asset
  • Good understanding of contracting concepts, including financial and legal instruments (letter of credit, bonds, power of attorney, etc.), and revenue recognition rules
  • Good understanding of international trading rules and regulations (e.g. Incoterms)
  • Word and Excel: intermediate or advanced

Does this career opportunity interest you? Please send your resume to the following address: CareersMTL@ultra-ft.com. Please specify the Job title in the Subject box of your e-mail. Please note that only candidates selected for an interview will be contacted.

As an employer, we promote equal opportunity and we are committed to promoting fair and equitable representation of women, Aboriginal people, persons with disabilities and visible minorities.

** In this document, terms used to refer to persons are taken in the generic sense; they have both a feminine and a masculine value. **

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