Project Management Assistant - Public Sect

Your future team

We are currently looking for a Project Management Assistant to join the Bidding Team of our Consulting Department. The Bidding team Project Management Assistant supports the practitioners answering bids for European institutions and Luxembourgish public companies in an efficient and successful manner.  

The advantages of joining us 

• Career growth, your way: Access top-notch training and career development, with a clear progression path to help you level up at your own pace.
• Global impact, local connections: Work on international projects and collaborate with diverse teams, all while making an impact locally.
• Wellness and team spirit: Enjoy access to fitness facilities, sport clubs, and flexible work schedules to stay healthy and engaged.
• Build your network: Gain access to our global network of professionals and notable alumni and attend industry events to connect and grow your professional circle.

How you’ll contribute to our success 

• Support the management of opportunities and bidding commitments coming through call for tenders and requests for proposals for Luxembourgish public companies  
• Monitoring of opportunities with the practitioners serving Luxembourgish public companies   
• Maintain effective communication with clients' procurement teams, internal teams, potential partners, and subcontractors 
• Liaison with internal and external stakeholders to collect, consolidate, complete and format qualifications for capabilities, relevant credentials, and administrative documents 
• Monitor and follow up on bidding commitments with internal and external teams and ensure follow up regarding next steps in the bidding process 
• Gain proficiency in using clients’ online procurement platforms 
• Monitoring of incoming correspondence from Client’s procurement teams and providing responses within given deadlines  
• Coordinate the dispatch and receipt of questions and answers to/from the assigning authority 
• Assist in the preparation and follow-up on the necessary internal compliance and regulatory requirements through the company’s applications and tools 
• Draft bidding proposals and offers, and address the assigning authorities’ requests for additional documents and/or clarifications 
• Ensure the submission of offers to requests for proposals takes place in a timely manner and within given deadlines 
• Assist the contracting process and the engagement team’s set-up and onboarding for awarded assignments 
• Assist with the preparation of billing plans for awarded engagements and subsequent preparation and processing of billing instructions and invoices  
• Oversee the common mailbox operations, handling system notifications and ad-hoc requests 
• Support the company’s management and the consulting teams with consolidation of reports for past, ongoing and future business opportunities using the company’s tracking and document management tools (Jupiter and DocuHub)
• Be responsible for research and production of documents as required using internal databases, Internet & publications 

Your skills

Must have:

• Excellent skills in Word, Excel, PowerPoint, Outlook and Jupiter
• Native speaker level in French (calls for tenders are to be answered in French most of the time) and fluent in English 

Nice to have:

• Customer-driven with excellent interpersonal skills and a professional approach
• Results oriented with a “can-do” attitude
• Strong team spirit, whilst being able to work autonomously
• Excellent skills in Word, Excel, PowerPoint, Outlook and Jupiter
• Native speaker level in French (calls for tenders are to be answered in French most of the time) and fluent in English
• Excellent organizational and multitasking skills, with a keen eye for details