Coordinator II - Tender

Corporate Overview

Aker Solutions helps the world meet its energy needs. We engineer the products, systems and services required to unlock energy. Our goal is to maximize recovery and efficiency of oil and gas assets, while using our expertise to develop the sustainable solutions of the future. Aker Solutions employs approximately 16,000 people in more than 20 countries.

Aker Solutions' Customer Management Team based in Houston, TX, is seeking an experienced Tendering Coordinator to join its team, who can help stregthen and suppoort our ambitios growth plans within the gulf coast market.

Responsibilities and Tasks:

Essential Functions

  • Upon receipt of inquiry perform an initial review of the Request for Quotation (RFQ) same as the Instructions to Tender (ITT) to establish the scope of work and develop the bid process milestones and approval levels necessary for completing the project

  • After reviewing all documents and validating all documents are in hand, there is normally a client’s “Bid Compliance” (also called ‘Bid Acknowledgment’) form that has to be sent back to client stating that Aker will bid or no-bid the tender, this is executed normally within 3-5 days of receipt of tender.

  • Set-up tender using the standard folders to put in tender folder and management folders in the Tender Drive.

  • Upload all RFQ documents into the RFQ folder, combining documents and making 1 Combined File for RD and for meetings (if need)

  • Organize tender meetings with PM and send out meeting notices via Subsea Conference Room scheduler.

  • Set-up Charge Code and Sequence Number

  • Establish projects in Risk Dashboard, system for capturing management approvals, as required per scope and value

  • Prepare PEM checklist (all meetings use this template)

  • In conjunction with the PM generate a compliance & responsibility matrix that clearly defines roles, responsibilities and deliverables required throughout the proposal process and for the final Proposal submission (this matrix is normally used only on large tenders)

  • Responsible for taking Minutes at Meetings and sending out said MOMs to participants directly after meeting so action items can be taken.

  • Establish the proposal infrastructure including project codes, working project folders, SharePoint sites etc.

  • Develop Table of Contents for the Proposal and initiate the project in Xait (document compilation software); map as appropriate with existing content library

  • Establish Xait access to writers, reviews and approvers.

  • Call and assist in facilitating all meetings as required by PEM, assist in developing materials as necessary to ensure meetings are successful, take minutes and actions at all gate review meetings

  • Responsible for the final quality check of the overall proposal package ensuring a proposal submission under strict deadlines – leave a 2 hour window for messenger service.

  • Manage all clarification logs and assist in managing the clarification process from bid to contract award

  • Call and facilitate Lessons Learned (LL) meetings to discuss best practices and tender process issues to carry forward and ensure contribution into the global LL database

  • On successful contract award, work with PM and the Project Coordinator to ensure a successful hand-over of the Project to the execution team

  • Communicate and network with global organization for proposal process updates, initiatives, and sharing best practices

    Additional Functions

    This position will be expected to own at least one departmental process and provide cross-functional support for the department.

Qualifications and Personal Qualities:

Job Specifications and Physical Requirements

To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and / or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  1. Minimum of a High School Diploma

  2. Strong interpersonal and communication skills, both verbal and written

  3. Strong organizational skills and ability to multi-task

  4. Proficient in Xait, Risk Dashboard, Excel, PowerPoint and Word

  5. Ability to demonstrate initiative and assertiveness, the ability to plan and manage work in an efficient manner, and the ability to work well under stress and time pressure

  6. Knowledge and skills in bid preparation, specifically in the Oil & Gas Industry a plus

  7. Ability to work well in a multi-cultural regional and international team environment

  8. Keen focus on HSEQ in daily routine both on and off the job

We Offer:

  • Competitive compensation and benefits
  • Good work/life balance
  • Positive work environment with challenging tasks
  • Development opportunities