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Description
Business Development Executive Job Title: Administrative Assistant – Business Development (Proposal Coordinator) Reports to: ICT Business Development Manager Role Overview: The Administrative Assistant provides crucial support to the BD team by handling documentation, logistics, and administrative tasks throughout the business development process. This role ensures that proposals are professionally formatted, all required documents are in place, deadlines are tracked, and the team’s administrative needs are met. In effect, this person acts as a proposal coordinator and team organizer, enabling the managers and technical staff to focus on their core tasks. Job Description: Proposal Documentation & Formatting: Assist in writing and formatting proposal documents. Use prescribed templates for proposals or client-issued formats. Incorporate content from various team members (technical write-ups from Projects Head, company info from BD Manager, CVs of key personnel, etc.) into a cohesive document. Ensure consistency in style, branding, and language. Correct any formatting issues and proofread for typos or grammatical errors. Requirements Compliance: Create and manage a compliance checklist for each RFP. As the team prepares the bid, tick off requirements: from technical compliances to including mandatory forms (such as power of attorney, certifications, financial statements). The assistant ensures nothing is missing that could disqualify the bid. If the RFP requires specific documentation (e.g., ISO certificates, past project references, CVs, drawings), the assistant assembles those and gets approvals or signatures as needed. Timeline Management: Maintain a calendar of all active and upcoming deadlines for proposals. Send reminders to team members about internal review meetings and submission due dates. For instance, alert the ICT BD Manager and Projects Head a week before a bid is due for a final review. Coordinate rehearsal schedules if a presentation is part of the bid. Basically, act as the “timekeeper” for the proposal process. Submission Logistics: Handle the final assembly and submission of the proposal. If physical: print copies, ensure proper binding/packaging per client instructions, and arrange courier or in-person delivery (sometimes traveling to the client’s office to submit if required). If electronic: upload files onto e-tender portals, making sure all files are in the correct format and the submission is successful (often requiring careful following of portal instructions). Double-check that submission receipts or confirmations are obtained. Coordination and Communication: Serve as the coordination point for the team. Set up meetings (internal bid strategy meetings, online calls with partners, etc.), including finding times, sending calendar invites, preparing meeting agendas, and taking minutes if necessary. Distribute the minutes or action items list so everyone knows their tasks. Also, coordinate communication with external parties for administrative matters – e.g., if a TSP partner needs us to fill out a vendor registration form to partner on a bid, the assistant handles that paperwork. Document Management: Maintain an organized repository of business development documents. This includes past proposals, standard company write-ups (like about us, project experience, resumes), technical brochures, and forms. Keep these files updated and readily accessible so the team can quickly retrieve and reuse content, rather than starting from scratch each time. Manage version control for documents during proposal drafting. General Administrative Support: Support the BD team with travel arrangements, expense report filing, and other admin tasks. For example, if the ICT BD Manager needs to travel to an airport site for a pre-bid meeting, the assistant books tickets, hotel, and prepares any required travel approval docs. Manage team expense reimbursements for business development activities. Also, assist in preparing basic correspondence or meeting presentations as requested by the BD Manager or BD Head. Key Result Indicators (KRIs): On-Time Proposal Submissions: Track record of meeting all external submission deadlines. Aim for 100% on-time submissions for all proposals (no disqualifications due to late delivery). This is a critical KPI, as a missed deadline = lost opportunity. Proposal Compliance Score: Ensure that all proposals are 100% compliant with RFP requirements. A KRI could be zero instances of bid rejection due to administrative non-compliance (e.g., missing forms or documentation). Essentially, every submission should pass the initial compliance check by the client. Quality of Documentation: This can be measured by internal review feedback or client feedback on the professionalism of proposals. For example, an internal KRI could be “No more than X minor formatting/clerical errors identified in final review,” indicating high attention to detail. Alternatively, if clients provide scores on proposal format/organization, aim for high marks. Efficiency and Organization: The ability to handle multiple proposals and tasks simultaneously without confusion. One could measure average turnaround time for common tasks (like preparing a standard company profile for a new inquiry, or how quickly a meeting is scheduled after request). Positive feedback from the team on the assistant’s reliability and organization can be a qualitative indicator. Database/Repository Maintenance: Regular updating of the content repository. KRI: e.g., update the past project list and team CVs within X weeks of a project completion or staff change. Also, maintain an up-to-date calendar of opportunities. The existence of a well-organized knowledge base for proposals is an indicator of success. Team Communication: Effective communication and coordination – measured by fewer instances of missed communication. For instance, no important email from a client (like a clarification question) gets overlooked; the assistant logs and alerts the team promptly. A KRI might be having a system where 100% of client communications receive acknowledgment/response within 1 business day during active bids. Support Volume: Number of proposals or bid processes successfully supported per quarter. If the volume is high, maintaining performance across all is a sign of efficiency. For example, coordinating 3 large bids and 5 smaller bids in a quarter with all deadlines met could be a quantitative measure of workload handled effectively Job Type: Full-time Pay: ₹20,000.00 - ₹30,000.00 per month Benefits: Cell phone reimbursement Health insurance Leave encashment Life insurance Paid sick time Provident Fund Schedule: Day shift Supplemental Pay: Overtime pay Performance bonus Yearly bonus Application Question(s): * Are you located in Delhi ? Experience: Business Development: 1 year (Preferred) Language: English & Hindi (Preferred) Work Location: In person
