Proposal Administrator

The Proposal Administrator provides high-quality administrative, coordination and document-management support throughout the opportunity and proposal lifecycle. The role helps the Work Winning and technical teams deliver compliant, accurate and professional submissions for Expressions of Interest (EOIs), Pre-Qualification Questionnaires (PQQs), Requests for Proposals (RFPs), Requests for Quotations (RFQs), tenders and other client opportunities.

The role is responsible for maintaining reliable bid information, managing tender communications and client portals, coordinating standard corporate content, and supporting submissions in accordance with client requirements, internal governance and agreed deadlines.

1. Proposal and bid administration
• Provide day-to-day administrative support across multiple opportunities and proposals.
• Set up and maintain bid folders, document structures, templates, schedules, trackers and submission files.
• Coordinate inputs from technical, commercial and corporate contributors against agreed deadlines.
• Compile, format and consolidate proposal documents in accordance with company templates and client instructions.
• Support final compliance checks, confirming that forms, declarations, attachments and supporting documents are complete.
• Maintain auditable records of submitted documents, approvals and final correspondence.
2. Client portals and tender communications
• Monitor the team inbox and client procurement or tender portals, and distribute communications promptly to relevant team members.
• Register opportunities and download tender documents, addenda, clarifications and submission instructions.
• Submit technical queries and clarification requests prepared by the bid team within stipulated deadlines.
• Coordinate portal registrations, access permissions and user information with internal stakeholders.
• Upload proposal documents under the direction of the responsible Proposal or Bid Manager and retain submission confirmations.
3. EOI and PQQ coordination
• Coordinate routine EOI and PQQ responses using approved corporate information and standard content.
• Gather required information from Finance, HR, technical teams and other business functions.
• Coordinate signatures, declarations, certificates, policies and supporting documents.
• Maintain completed prequalification content for efficient and controlled reuse.
4. Proposal development support
• Support proposal kick-off activities by preparing folders, templates, response schedules and coordination trackers.
• Collect technical inputs, CVs, project experience, case studies, organisation charts and supporting evidence.
• Help contributors comply with page limits, templates, naming conventions and submission requirements.
• Provide formatting, proofreading, version-control and quality-check support before internal reviews and final submission.
• Support post-submission archiving, outcome recording, feedback capture and lessons learned.
5. Opportunity and bid tracking
• Maintain accurate opportunity and submission records in the bid tracker and relevant business systems.
• Record key data such as client, project, market, value, stage, submission deadline, status and responsible team members.
• Track milestones including registration, clarification, review and submission dates.
• Support regular reporting on live and upcoming opportunities and follow up on missing or outdated information.
6. Content and knowledge libraries
• Maintain controlled libraries of staff CVs, project sheets, case studies, standard company information, policies, certificates and approved proposal content.
• Work with contributors to obtain updated project and personnel information.
• Apply clear naming conventions, version control and archive arrangements.
• Remove or archive superseded material to reduce the risk of outdated content being used.
7. Stakeholder coordination
• Act as a reliable coordination point between Work Winning, technical teams, Finance, HR, IT, leadership and other stakeholders.
• Communicate requirements and deadlines clearly, follow up professionally and escalate risks or missing information promptly.
• Support collaboration across offices, geographies and time zones while handling commercially sensitive information appropriately.

• Bachelor's degree in Civil Engineering.

• Typically 2–5 years of experience in proposal administration, bid support, business development administration, project administration or document control.

• Experience in an engineering consultancy, infrastructure, construction or professional-services environment is desirable.

• Experience using client procurement portals, document-management platforms or CRM/work-winning systems is advantageous.

Skills and competencies

BGV:

• Employment with WSP India is subject to the successful completion of a background verification (“BGV”) check conducted by a third-party agency appointed by WSP India.
• Candidates are advised to ensure that all information provided during the recruitment process — including documents uploaded — is accurate and complete, both to WSP India and its BGV partner”.