Proposal and Contract Manager

Home Based, US

The Proposal & Contract Manager is a client facing role and requires consistent management of the proposal and contract management processes, development of client-specific standards as required, documentation and negotiations. This position collaborates internally with varying levels within our organization requiring excellent customer service skills, attention to detail, and the ability to be persistent while communicating appropriately and effectively. Facilitates and guides the development of client-ready budgets for proposals and contracts deliverables.

Proposal Development

• Overall accountability for the entire Request for Proposals (RFP) process
• Receives and analyzes RFP 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 and solutioning 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.

Contract Development

• Overall management responsibility for the contract process for specific or varied accounts including coordination of Operations, Project Management, Legal, Business Development and Finance to prepare, review, and negotiate contracts
• Development of account specific standards for contracts, including presentation of budget, payment terms, standard contract language, etc., and discussion/negotiation with client as appropriate
• Creates, negotiates, and finalizes contracts in accordance to 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 internal meetings
• 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
• Identifies and manages contractual issues that require finance/tax/other internal stakeholder input

Additional Tasks

• Organize and manage time (e.g. Prepare sufficiently detailed handoff before taking time off, develop contract plans and structure work priorities / deliverables)
• Proactive management of process and deadlines
• Serves as a resource for less experienced team members (e.g. mentor, SME)
• Analyzes, and makes recommendations when asking questions/seeking guidance/approval
• Adhere to internal / external expectations and deadlines
• Map client bid-grids independently; review and update mapping references to pricing tool as required
• Participates in projects/initiatives as needed (i.e. process improvement initiatives, tool refresh, change champion, etc.)

Skills:

• Strong understanding of the different operational aspects of clinical study conduct in different regions across the world, which may be demonstrated by previous work experience in the industry
• Has standard knowledge of managing client contract processes and accounts, reporting
• Strong analytical and organizational skills with ability to perform several tasks simultaneously.
• Consistently performs high quality work and delivers on time under pressure
• Impressive problem-solving skills and ability to make effective, appropriate decisions when necessary.
• Effective escalation management understanding when to bring in support and/or escalate difficult situations and interactions
• Excellent 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 negotiate client discussions with minimal support
• Ability to work independently and without close supervision in order to meet deadlines.
• Ability to manage multiple and varied tasks with enthusiasm and prioritize workload with attention to detail

Knowledge and Experience:

• Broad experience in proposals and contract management., the principles, contractual terms, pricing structures, pricing tools and data systems (e.g. Salesforce)
• Comprehensive knowledge of relevant software (Windows, Word, Excel, Outlook, Databases)
• Comprehensive knowledge of cash flow and revenue recognition
• 4-6 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 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.

EEO Disclaimer

Parexel is an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to legally protected status, which in the United States includes race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.