Proposal Administrator – Events & Marketing- Saudi National

Proposal Administrator – Events & Marketing

Are you a meticulous, bilingual professional with a passion for driving business success through strategic proposal development? We are seeking a dynamic and highly organized Proposal Administrator to join our esteemed team in Riyadh, where your expertise will play a pivotal role in securing high-value contracts across our diverse agency verticals. This is an exceptional opportunity to contribute to a thriving organization while leveraging your skills in proposal management, tender coordination, and client engagement within the Saudi market.

In this pivotal role, you will be responsible for crafting compelling, compliant, and competitive proposals, tenders, RFPs, and RFQs that align with our agency’s integrated services—spanning events, exhibitions, creative design, social media, media buying, video production, and comprehensive marketing solutions. Your ability to navigate the intricate landscape of Saudi government and private-sector procurement, particularly through platforms like Etimad, will be instrumental in positioning our agency as a leader in the industry.

Key Responsibilities

As the Proposal Administrator, your responsibilities will include:

• Strategic Proposal Development: Coordinate and prepare meticulously crafted proposals, tenders, RFPs, and RFQs across all agency verticals, ensuring they are not only compliant but also strategically aligned with client and market needs.
• Client and Tender Compliance: Thoroughly review client and tender requirements to guarantee that all submissions are complete, accurate, and professionally presented, adhering to the highest standards of quality and attention to detail.
• Cross-Departmental Coordination: Act as a liaison between Business Development, Creative, Events, Production, Finance, Media, Social Media, and other departments to gather and consolidate all necessary information and documentation for seamless proposal submissions.
• Portal Management: Manage submissions through Etimad and other procurement portals, ensuring timely and error-free uploads while staying abreast of tender announcements, deadlines, clarification periods, and submission amendments.
• Organizational Excellence: Develop and maintain comprehensive proposal checklists to ensure all mandatory requirements are addressed, and track proposal activity to prepare insightful reports on submissions, pipeline status, outcomes, and win rates.
• Competitive Edge: Support the team in refining and enhancing proposals and pitches to improve win rates, leveraging industry best practices and a deep understanding of the Saudi tendering environment.
• Stakeholder Engagement: Coordinate professionally with procurement teams, project owners, clients, and external stakeholders, fostering strong relationships that drive successful outcomes.
• Continuous Improvement: Stay ahead of industry trends and continuously expand your knowledge of tendering, procurement, and proposal preparation to ensure our agency remains at the forefront of the market.

Minimum Qualifications & Experience

To excel in this role, you will bring:

• Education: A Bachelor’s degree in Business Administration, Marketing, Communications, Events Management, Project Management, or a related field.
• Experience: 2–3 years of hands-on experience in proposal management, tender coordination, marketing, communications, events, or project management. Preference will be given to candidates with experience within an events, exhibitions, advertising, media, marketing, or creative agency.
• Technical Proficiency: Strong familiarity with Etimad and other Saudi government procurement platforms, along with proficiency in Microsoft Office, particularly Word, Excel, and PowerPoint.

Required Skills

We are seeking a candidate who embodies the following skills and attributes:

• Bilingual Proficiency: Fluency in both Arabic and English, both written and spoken, to effectively engage with diverse stakeholders and navigate the Saudi market.
• Attention to Detail: Exceptional organizational skills and the ability to manage multiple deadlines with precision and efficiency.
• Communication and Coordination: Strong interpersonal skills, high emotional intelligence, and the ability to collaborate seamlessly with senior management and cross-functional teams.
• Technical Aptitude: Confidence in utilizing digital submission platforms and adapting to evolving technological tools in the procurement landscape.
• Commercial Acumen: A target-driven mindset with a focus on improving proposal win rates and contributing to the agency’s commercial success.
• Independence and Adaptability: The ability to work autonomously in a fast-paced environment, taking initiative and thriving in dynamic settings.

This role offers a unique opportunity to make a tangible impact on our agency’s growth while honing your expertise in a dynamic and collaborative environment. If you are a detail-oriented, commercially minded professional with a passion for creating winning proposals and a deep understanding of the Saudi tendering landscape, we invite you to join our team and help us achieve new heights of success.