Specialist - Business Operations

Overview

Business Operations

Bid & Proposal Management

• Coordinate the end-to-end bid lifecycle, from opportunity identification through submission and post-submission clarification, ensuring strict adherence to client deadlines and internal review milestones.
• Lead the preparation of responses to RFPs, RFQs, RFIs, and Expressions of Interest (EOIs) across public and private sector clients.
• Review Invitations to Tender (ITTs) to identify requirements, risks, deliverables, and clarification needs; produce action lists and compliance matrices to drive submission preparation.
• Prepare high-quality proposal content, ensuring consistency in tone, structure, branding, and messaging across technical, commercial, and executive contributions.
• Facilitate bid review meetings, consolidate stakeholder feedback, and ensure incorporation prior to submission.
• Ensure every submission meets legal, regulatory, client-specific, and internal compliance standards before release.

Supplier Registration & Portal Management

• Own the registration and renewal of company credentials on client, government, and procurement portals.
• Compile and submit pre-qualification documentation, ensuring corporate, financial, HSE, and technical records remain current and audit-ready.
• Maintain a centralized repository of corporate certificates, licenses, CVs, case studies, and reference projects; ensure all documents are version-controlled and available for rapid retrieval during submissions.
• Track portal expiry dates, renewal cycles, and documentation refreshes to prevent lapses in vendor status.

CRM Hygiene & Business Operations

• Maintain the integrity of the, ensuring opportunities, accounts, contacts, and pipeline stages are accurate, complete, and updated in real time.
• Run regular data cleansing routines, including deduplication, stale-record review, ownership reassignment, and standardization of taxonomies and naming conventions.
• Log every received opportunity, RFP, and tender; classify by stage, value, probability, and strategic priority.
• Drive the cadence of post-submission follow-ups with clients and internal owners; track outcomes, capture lessons learned, and update CRM accordingly.
• Produce weekly and monthly reports on pipeline health, bid win rates, submission volumes, and conversion metrics for senior leadership.
• Document operational procedures, bid templates, and standard operating procedures to build institutional knowledge and reduce key-person risk.
• Use AI tools to draft, refine, and summarize proposal content, accelerating turnaround on RFP responses without compromising quality.
• Leverage AI tools across day-to-day workflows to improve productivity, accuracy, and turnaround times.

Cross-Functional Support

• Partner with sales, technical, finance, and executive teams to align bid strategy with commercial objectives.
• Provide commercial coordination support to senior leadership.
• Coordinate with marketing on branding consistency across proposals, capability statements, and client-facing collateral.
• Identify inefficiencies in the bid and operations workflow; propose and implement improvements to tools, templates, and processes.

Qualifications

• Bachelor’s degree in Business Administration, Marketing, Commerce, or a related field.
• 6 - 8 years of experience in bid management, proposal coordination, or commercial operations, ideally within the UAE / GCC market.
• Demonstrable track record of managing end-to-end submissions for RFPs, RFQs, RFIs, EOIs, and pre-qualifications.
• Hands-on experience with UAE government and private sector procurement processes.
• Working proficiency with CRM platforms for opportunity tracking, document management, and reporting.
• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Teams) and working knowledge of proposal layout and visual polish.
• Professional bid qualification certification is preferred.
• Excellent written and verbal English. Strong organizational, communication, and stakeholder management skills.

What We Look For

What Working At Inception Offers