Proposals and Contracts Specialist

This position collaborates internally with varying levels of our organization which requires excellent time management skills, attention to detail, and the ability to be persistent while communicating appropriately and effectively, Facilitate with internal stakeholders on the development of client-ready budgets for proposals and contracts. May draft strategic proposals and contracts.

Key Accountabilities:

Proposal Development:

• Receives and analyzes Requests for Proposals (RFPs) documentation including study protocol or synopsis and ensures all appropriate Subject Matter Experts (SMEs) are assigned and notified of the RFP.
• Facilitates the development of basic proposal preparation including the coordination of all key strategic and operational areas, preparation and review of proposal and budgets, while ensuring adherence to the Decisions Right policy.
• Prepares and modifies strategic proposal and budgets as appropriate to respond to RFPs and revisions, with assistance, based on SME feedback and proposal management staff.
• Manages the RFP process from receipt to delivery, including identifying potential RFP barriers and/or their risks for completion while identifying and implementing effective and efficient mitigation strategies.
• Obtains third party quotes as needed.
• Ensures proposal and budgets align with RFP, client specifications and communications, and internal assumptions.
• Ensure all documents and files are saved in the appropriate areas and keep all data updated regularly in systems used for metrics and Key Performance Indicator purposes.

Contract Development:

• Creates, and finalizes budgets and contracts in accordance with departmental SOPs/guidance/work instructions.
• Amend project budgets as required in partnership with the project and functional teams ensuring all information is included from all groups.
• Utilize all internal tools and reports to appropriately amend client budgets.
• Develop a contract strategy to create the contract plan for delivery and client signature with accountable team members.
• Provide quality client deliverables to strict deadlines ensuring the formatted client grid presents the proper rationale for the cost changes.
• Attend all relevant meetings and builds relationships with internal and external stakeholders.
• Proactively leads and facilitates client meetings as required to negotiate costs and terms by targeted client signature date.
• Prepare draft contract documents from Parexel templates per guidance and in conjunction with relevant departments as needed.
• Identifies contractual issues that require finance/tax/other internal stakeholder input and applies lessons learned to similar scenarios in new contracts.
• Ensure all documents and files are saved in the appropriate areas and keep all data updated regularly in systems used for metrics and KPI purposes.

Additional Tasks:

• Organize and manage time (e.g. Prepare sufficiently detailed handoff before taking time off, develop proposal and contract plans and structure work priorities / deliverables).
• Adhere to internal / external expectations and deadlines.
• Map client bid-grids with support as needed.

Skills:

• Good understanding of the different operational aspects of clinical study conducts in different regions across the world, which may be demonstrated by previous work experience in the industry.
• Strong analytical, time management and organizational skills with ability to perform several tasks simultaneously.
• Ability to perform work to meet deadlines work with support as needed.
• Strong problem-solving skills and ability to make effective, appropriate decisions when necessary.
• Strong understanding of when to bring in support or when to escalate difficult situations and interactions.
• Above-average attention to detail, excellent oral/written communication skills along with highly developed interpersonal and strong team orientated skills.
• Displays confidence interacting with all levels of staff.
• Ability to lead internal meetings.
• Ability to manage multiple and varied tasks with enthusiasm and prioritize workload with attention to detail.
• Willingness to work in a matrix environment and to value the importance of teamwork.
• Fluent in written and oral English.
• Approaches work with a sense of urgency and a positive attitude.

Knowledge and Experience:

• Basic knowledge of proposals and contract management principles, contractual terms, pricing structures, pricing tools and data systems (e.g. Salesforce).
• Moderate knowledge of relevant software (Windows, Word, Excel, Outlook, Databases)
• Preferably two years of previous experience in project support, finance, contracting, or proposals in a CRO or similar environment. Previous experience in proposal development is a plus. Multinational and multicultural companies experience is also a plus.
• Ability to work from home (partially or full-time depending on job requirements).
• Ability to work irregular and/or extended hours as needed to meet the client’s proposal deadline.

Education:

• Bachelor’s Degree in Life Science, Business, Languages or equivalent combination of education and experience. MBA preferred.