Proposal & Business Development Coordinator

Overview

Who are PM Group?

PM Group is a leading international engineering, architecture, project and construction management firm. With a network of offices in Europe, Asia and the US and a multi-discipline team, we deliver complex, capital projects in the life sciences, food and beverages, mission critical and advanced manufacturing sectors. We are 100% employee owned so work together to make our company successful.

Job Overview

We are seeking a proactive and highly organised Proposal & BD Coordinator to support PM Group’s operations in Singapore.

The primary focus of the role is to ensure that proposals, tenders and business development activities are well organised, properly tracked and completed on time. The role will coordinate proposal inputs, maintain proposal and opportunity records, manage documentation and proactively follow up outstanding actions with internal stakeholders.

Working closely with the Singapore Managing Director, Asia Business Development team, Proposal Managers and technical teams, the role will provide the day-to-day administrative discipline required to keep proposals and BD activities moving.

The position will also support selected marketing, client engagement and industry event activities, including client feedback surveys, LinkedIn, ISPE conferences and events, client invitations, email marketing and planned client outreach.

This is primarily an internal support and coordination role and is not intended to be client-facing.

Responsibilities

Proposal & Tender Coordination

• Maintain the Singapore proposal and tender register, including deadlines, status, Proposal Manager and key submission requirements.

• Coordinate proposal initiation and administration, including proposal numbers, folder setup and internal records.

• Support Proposal Managers with RFPs, tenders, Expressions of Interest, prequalification submissions and other proposal activities.

• Review tender and RFP requirements and help maintain submission requirements and compliance trackers.

• Coordinate and follow up inputs from technical, commercial and management contributors.

• Maintain proposal schedules, action lists and outstanding-information trackers.

• Monitor upcoming deadlines and proactively remind contributors of required actions and deliverables.

Assemble, format, proofread and quality-check proposal documents prior to submission.

• Coordinate final proposal documentation and ensure required approvals and inputs are in place before submission.

• Maintain standard proposal content, templates, CVs, project references, capability statements and other reusable proposal material.

• Maintain an organised library of current and previous proposal material.

• Ensure completed proposals and supporting records are properly filed and archived.

• Track proposal outcomes, awards and losses and maintain appropriate records.

• Coordinate internal post-bid reviews and capture relevant lessons learned and client feedback.

Business Development Administration

• Maintain accurate CRM records for opportunities, activities, key contacts and client interactions.
• Maintain the Singapore BD pipeline and opportunity lists and support regular pipeline reviews.
• Track the status of opportunities and ensure agreed actions and next steps are recorded.
• Track planned and completed client visits and follow up required actions internally.
• Maintain records of key client contacts and help keep contact information current.
• Maintain visibility of planned client engagements, follow-ups and other BD activities.
• Record and track actions arising from BD, pipeline and management meetings.
• Proactively follow up outstanding actions with internal owners and highlight overdue items.
• Coordinate client satisfaction and feedback surveys and maintain records of feedback received.
• Support calendar-driven client outreach, including agreed follow-ups, invitations and relevant client communications.
• Maintain organised records of opportunities, BD activities and supporting information.
• Support preparation of BD information, briefings and meeting material as required.

Marketing, Events & BD Coomunications

• Support and coordinate PM Group Singapore's agreed LinkedIn activities.
• Support Singapore participation in relevant industry conferences and events, including ISPE conferences and events.
• Maintain a calendar of relevant industry events, client dates and planned BD activities.
• Coordinate administration and logistics associated with conferences, events, seminars and other BD activities.
• Coordinate client invitations for PM Group events, seminars and other engagement activities.
• Support email marketing and targeted client outreach.
• Coordinate planned outreach to clients based on agreed calendar dates, events and relationship activities.
• Maintain appropriate mailing and invitation lists using current key-contact information.
• Track invitations, responses and required follow-up actions.
• Maintain and update company profiles, project sheets, capability statements, presentations and other standard BD and marketing collateral.
• Coordinate internal inputs required to keep marketing and BD material current.
• Maintain organised records of campaigns, communications, events and associated follow-up activities.

Reporting, Information Management & General Business Support

• Prepare regular proposal, pipeline and BD activity reports for management.
• Maintain structured and accessible proposal, BD and marketing folders and records.
• Maintain visibility of open actions, upcoming deadlines and key BD milestones.
• Support preparation of internal presentations, reports, trackers and management information.
• Maintain data quality and consistency across proposal registers, CRM and associated records.
• Provide day-to-day administrative support to the Singapore Managing Director in relation to proposals and BD activities.
• Help coordinate internal BD meetings, including preparation of information, recording actions and follow-up.
• Proactively identify upcoming deadlines, missing information and overdue actions and follow these through to closure.
• Support continuous improvement of proposal templates, trackers, filing structures and administrative processes.
• Help ensure proposal and BD information is easily accessible, current and appropriately organised.
• Make effective use of Microsoft 365, including Word, Excel, PowerPoint and Copilot, to improve the efficiency and quality of proposal and BD administration.

Qualifications

Key Expectation
The successful candidate will be proactive and highly organised, taking ownership of proposal and BD administration rather than waiting for tasks to be assigned. They will be expected to anticipate deadlines, identify missing information, follow up outstanding actions and ensure that commitments are closed out.

Education

Diploma or Bachelor's Degree in Business, Marketing, Communications, Engineering, Administration or a related discipline.

Skills & Competencies

• Strong organisational and coordination skills, with the ability to manage multiple activities and deadlines simultaneously.
• Highly proactive, with the ability to anticipate requirements and follow actions through to completion.
• Strong attention to detail, particularly in proofreading, document preparation, records management and quality checking.
• Comfortable following up with colleagues across different disciplines and levels of the organisation to obtain required information and close out actions.
• Strong working knowledge of Microsoft 365, particularly Word, Excel, PowerPoint, Outlook and Copilot.
• Comfortable working with CRM systems, trackers and structured business information.
• Good written communication skills and the ability to prepare clear, professional documentation.
• Strong document formatting and presentation skills.
• Able to work independently, prioritise workload and take ownership of recurring administrative processes.
• A practical, collaborative approach and willingness to support a busy proposal and BD environment.
• Interest in the engineering, construction, professional services or life sciences sectors is desirable.
• Previous experience supporting proposals, tenders, business development, marketing or professional services would be an advantage.

WHAT WE OFFER

• Structured on-the-job mentorship from experienced business development, proposal and technical professionals.
• Exposure to a wide range of engineering consultancy projects and business development activities.
• Experience supporting proposals and opportunities across the life sciences and other sectors.
• Opportunities to develop skills in proposal management, business development, CRM, marketing and digital productivity tools.
• A collaborative and supportive team environment with opportunities for professional development.
• The opportunity to join a growing, employee-owned global consultancy business.