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”.

WSP is one of the world's leading professional services consulting firms. We are dedicated to our local communities and propelled by international brainpower. We are technical experts and strategic advisors including engineers, technicians, scientists, architects, planners, surveyors and environmental specialists, as well as other design, program and construction management professionals. We design lasting solutions in the Transportation & Infrastructure, Property & Buildings, Earth & Environment, Power & Energy, Resources and Industry sectors, as well as offering strategic advisory services. Our talented people around the globe engineer projects that will help societies grow for lifetimes to come.

With approximately 4,000 talented people across 3 locations (Noida, Bengaluru & Mumbai offices) in India and more than 73,000 globally, in 550 offices across 40 countries, we engineer projects that will help societies grow for lifetimes to come.

At “WSP” we draw on the diverse skills and capabilities of our employees globally to compete for the most exciting and complex projects across the world and bring the same level of expertise to our local communities. We are proud to be an international collective of innovative thinkers who work on the most complex problems. Unified under one strong brand, we use our local expertise, international reach and global scale to prepare our cities and environments for the future, connect communities and help societies thrive in built and natural ecosystems. True to our guiding principles, our business is built on four cornerstones: Our People, Our Clients, Our Operational Excellence and Our Expertise.

www.wsp.com

We are

• Passionate people doing purposeful and sustainable work that helps shape our communities and the future.
• A collaborative team that thrives on challenges and unconventional thinking.
• A network of experts channeling our curiosity into creating solutions for complex issues.

Inspired by diversity, driven by inclusion, we work with passion and purpose.

Working with Us

At WSP, you can access our global scale, contribute to landmark projects and connect with the brightest minds in your field to do the best work of your life. You can embrace your curiosity in a culture that celebrates new ideas and diverse perspectives. You can experience a world of opportunity and the chance to shape a career as unique as you.

Our Hybrid Working Module

With us, you can operate in a flexible, agile, yet structured work environment and follow a Hybrid Work Model.

• Maximize collaboration.
• Maintain product quality and cultural integrity.
• Balance community, collaboration, opportunity, productivity, and efficiency.

Health, Safety and Wellbeing

Our people are our greatest asset, and we prioritize a safe work environment. Health, safety, and wellbeing are integral to our culture, with each of us accountable for fostering a safe workplace through our “Making Health and Safety Personal” initiative. Our Zero Harm Vision drives us to reduce risks through innovative solutions, earning recognition for our global health and safety practices with the prestigious RoSPA Health and Safety Awards for six consecutive years.

Inclusivity and Diversity

WSP India is dedicated to fostering a sustainable and inclusive work environment where our greatest strength - Our People -feel valued, respected, and supported. We ensure an unbiased approach in hiring, promotion, and performance evaluation, regardless of age, gender identity, race, religion, sexual orientation, marital status, physical ability, education, social status, or cultural background.

Imagine a better future for you and a better future for us all.

Join our close-knit community of over 73,300 talented global professionals dedicated to making a positive impact. Together, we can make a difference in communities both near and far.

With us, you can.
Apply today.

NOTICE TO THIRD PARTY AGENCIES:

WSP does not accept unsolicited resumes from recruiters, employment agencies, or other staffing services. Unsolicited resumes include any resume or hiring document sent to WSP in the absence of a signed Service Agreement where WSP has expressly requested recruitment/staffing services specific to the position at hand. Any unsolicited resumes, including those submitted to hiring managers or other business leaders, will become the property of WSP and WSP will have the right to hire that candidate without reservation – no fee or other compensation will be owed or paid to the recruiter, employment agency, or other staffing service.