The Proposals and Contracts Assistant is responsible for following the project administration together with the Project Manager, ensuring that all incoming inquiries are registered, all necessary documentation is in place for execution and that invoices are sent in time, payments are received and projects are finally closed out.
The main core deliverables of the Proposals and Contracts Assistant, are as follows (but not limited to the list below) :
Provide support during acquisition phase with proposal presentation and contract signature
Maintain all proposal and contract related data updated in ROSEN software’s (ROSEN Inspect Progress software)
Compile and file Proposals / Quotes / RFI (Request for Information) Submissions in both hard copy and electronic copy.
Ensure that Field Service Employee’s documentation and vehicle’s records is kept updated.
Comply with client’s requirements in terms of necessary documentation and credentials to ensure execution and invoicing.
Identify the work that can be invoiced by following the execution process of the ongoing projects ensuring that invoicing is performed as soon as possible.
Send invoicing instructions to Finance Department and follow up on invoice presentation
Summarize and prepare status reports for Project Portfolio Manager and Regional Management.
Ensure compliance with QM and HSE requirements.
Request names for the responsible ROSEN Project Manager assigned for each awarded contract from the project management department and insert into ROSEN Inspect Progress software.
Keep all ROSEN systems updated with information related to proposals and contracts.
Determine the requirements to have the employees and vehicles enter the client’s site and performed the runs.
Present documentation to client following their regulations and practices as necessary.
Contact client’s POC regularly to ensure employees and vehicles are given the necessary permits.
Check regularly Internal Systems for performed runs that can be invoiced .
Contact Evaluation Team regularly to find out the reports that were sent to clients.
Contact Project Management Team regularly to identify additional work that can be invoiced
Conduct Invoicing Overview meetings to review pending services to be invoiced.
Send Invoice to client physical or digital taking into account client's requirements.
Follow up by phone and email with clients to complete payment. Involve PM if after 60 days the payment is not received.
Update Weekly Forecast File and send to Project Portfolio Manager.
Update Turnover Report and send to Execution Regional Team.
Finance audit - Once a year, participate in Finance audit and provide answer and take actions with findings
Student or Young Professional in industrial engineering, business administration or related areas.
Strong commercial, financial and technical knowledge and understanding is desirable.
Experience in private or public bids would be an asset
Highly organized, flexible, and maintain confidentiality.
Detail oriented and works with a high degree of accuracy.
Ability to multi-task and handle multiple clients and projects at one time while meeting deadlines.
Must be self-directed and able to complete projects with limited supervision.
Advanced Microsoft Office program skills. Professional graduated in sales and / or marketing related areas.
Previous ROSEN Technologies services knowledge preferable.
English level B2 as defined by the CEFR standards
ROSEN offers an exceptional working environment, salary commensurate with experience and an attractive benefits package.