Tech Observer is seeking a motivated, detail-oriented, and results-driven Contract & Proposal professional to support the growth of our U.S. business across the pharmaceutical, biotechnology, medical device, and clinical research sectors.

This role will primarily focus on contract coordination, proposal development, RFI/RFP responses, maintain passthrough trackers and sales support, while also contributing to business development, lead generation, client relationship management, and market research.

The successful candidate will work in UK/US shift and coordinate with Business Development, Legal, Finance, Recruiting, and Clinical Operations teams to prepare client-facing proposals, coordinate contract documentation, track opportunities, and support the sales process from initial prospect engagement through contract execution and handover to delivery teams.

The role requires strong communication, research, coordination, and organizational skills, along with an interest in understanding the CRO, FSP, clinical research, and staffing business.

Key Responsibilities

1. Contract Coordination & Management

- Coordinate the preparation, review, tracking, and execution of client contracts and related documentation.
- Assist with the preparation and coordination of Master Services Agreements (MSAs), Statements of Work (SOWs), Non-Disclosure Agreements (NDAs), staffing agreements, and other commercial documents.
- Liaise with internal stakeholders, including Business Development, Legal, Finance, and Operations, to facilitate timely contract reviews and approvals.
- Maintain a centralized repository of contracts, amendments, renewals, pricing schedules, and related documents.
- Track contract status, pending approvals, expiration dates, renewals, and outstanding documentation.
- Follow up with internal teams and clients to ensure contracts progress through the approval and signature process.
- Support the onboarding of new clients by coordinating required vendor registration forms, compliance documents, insurance certificates, and other client-specific requirements.
- Maintain accurate records of contractual commitments, commercial terms, and documentation, escalating discrepancies or potential risks to the appropriate stakeholders.
- Assist with contract-related reporting and provide regular updates on pending agreements and execution timelines.

1. Proposal Development & RFI/RFP Management

- Coordinate and support the preparation of Requests for Information (RFIs), Requests for Proposals (RFPs), proposals, capability presentations, and other client-facing documents.
- Gather technical, operational, financial, and commercial inputs from relevant internal teams to develop complete and accurate responses.
- Work with Clinical Operations, Medical Writing, Biostatistics, Statistical Programming, Data Management, Regulatory Affairs, Pharmacovigilance, Recruiting, and Project Management teams to collect service-specific information.
- Maintain and update standard proposal templates, company capability decks, case studies, service descriptions, and other business development collateral.
- Customize proposals and presentations based on client requirements, service offerings, project scope, and business opportunities.
- Coordinate pricing requests, rate cards, resource requirements, assumptions, and commercial inputs with the relevant stakeholders.
- Ensure proposals and RFI/RFP submissions meet client requirements, formatting guidelines, submission deadlines, and internal quality standards.
- Track proposal status,



submission timelines, client feedback, follow-up activities, and outcomes.
- Support the preparation of presentations for client meetings, capabilities discussions, and business development events.
- Maintain a repository of previously submitted proposals, client questionnaires, RFP responses, and supporting documentation for future reference.
- Assist with the transition of awarded opportunities to the relevant delivery teams, ensuring that the agreed scope, timelines, and client expectations are communicated clearly.

1. Business Development & Lead Generation

- Support business growth by identifying and researching prospective clients across pharmaceutical, biotechnology, medical device, and CRO organizations.
- Develop and maintain target-account lists and a qualified pipeline of potential clients for CRO, FSP, FSO, contract staffing, permanent staffing, and related services.
- Conduct prospect research and outbound outreach through email, LinkedIn, phone calls, industry databases, networking, and conferences.
- Identify key decision-makers within target organizations, including Clinical Operations, Procurement, R&D;, Medical Affairs, Regulatory Affairs, HR/Talent Acquisition, Outsourcing, and Vendor Management.
- Support the qualification of leads by gathering information on client needs, project requirements, outsourcing plans, timelines, and decision-making processes.
- Schedule introductory meetings between prospective clients and senior Business Development or technical teams.
- Conduct regular follow-ups with prospects to maintain engagement and help move opportunities through the sales pipeline.
- Assist Business Development Managers and Directors in preparing for client meetings by researching organizations, understanding their service requirements, and compiling relevant company information.
- Maintain accurate records of prospects, client interactions, opportunities, meeting outcomes, and next steps in the CRM system.
- Identify opportunities to cross-sell or introduce additional company services to existing and prospective clients.

1. Client Relationship & Sales Support

- Build and maintain professional relationships with prospective and existing clients through timely communication and follow-up.
- Respond to client inquiries and coordinate internally to obtain the required information, documentation, and commercial inputs.
- Support client onboarding, vendor registration, due diligence questionnaires, and supplier qualification processes.
- Coordinate with internal teams to address client requests related to capabilities, pricing, contracts, resource availability, and service delivery.
- Track client requirements and ensure relevant stakeholders are informed of pending actions and deadlines.
- Assist with client presentations, capability discussions, business reviews, and follow-up communications.
- Support the handover of new business opportunities to delivery and operational teams following award or contract execution.

1. Market Research & Business Intelligence

- Research pharmaceutical and biotechnology companies, clinical development pipelines, therapeutic areas, outsourcing trends,



and potential business opportunities.
- Monitor industry developments, competitor activities, market trends, and emerging client requirements relevant to the company's service offerings.
- Identify upcoming RFPs, vendor qualification opportunities, strategic partnerships, and potential outsourcing engagements.
- Research relevant industry conferences, pharmaceutical networking events, and business development forums.
- Maintain and regularly update target-account databases, prospect lists, competitor information, and market intelligence.
- Prepare research summaries and reports to support account planning, sales strategies, and business development initiatives.

1. Reporting & Sales Operations

- Maintain accurate and up-to-date records of contracts, proposals, client opportunities, and business development activities.
- Prepare periodic reports on proposal submissions, contract execution status, pipeline activity, pending approvals, and follow-up actions.
- Track key deadlines and coordinate with stakeholders to ensure timely completion of deliverables.
- Support improvements in proposal templates, contract tracking processes, document management, and sales operations workflows.
- Assist in maintaining CRM data quality and ensuring business development records are complete and accurate.

Required Qualifications
- Bachelor's degree in Business Administration, Marketing, Life Sciences, Biotechnology, Pharmacy, Healthcare, or a related field.
- 3-8 years of experience in proposal coordination, contract administration, business development, sales support, account management, inside sales, recruiting, or a similar client-facing or coordination role.
- Experience supporting RFI/RFP responses, preparing proposals, coordinating commercial documentation, or managing contracts is preferred.
- Excellent written and verbal communication skills, with the ability to prepare professional client-facing documents and correspondence.
- Robust organizational skills, attention to detail, and the ability to manage multiple proposals, contracts, and deadlines simultaneously.
- Good research and analytical skills, including the ability to gather information from multiple sources and summarize findings effectively.
- Comfortable with professional email communication, LinkedIn outreach, follow-ups, and outbound prospecting.
- Proficiency in Microsoft Office, particularly Word, Excel, and PowerPoint.
- Familiarity with CRM systems such as Salesforce or HubSpot is preferred.
- Ability to coordinate effectively with cross-functional teams and stakeholders at different organizational levels.
- A proactive approach to problem-solving, follow-up, and task ownership.
- Ability to work independently while collaborating effectively with internal teams.

Preferred Experience
- Experience working with a CRO, FSP, pharmaceutical company, biotechnology organization, medical device company, or healthcare staffing business.
- Familiarity with clinical research services, including Clinical Operations, Biostatistics, Statistical Programming, Clinical Data Management, Regulatory Affairs, Medical Writing, and Pharmacovigilance.
- Exposure to MSAs, SOWs, NDAs, pricing schedules, vendor onboarding, and client procurement processes.
- Experience coordinating RFI/RFP submissions, proposal development, capability presentations, or vendor qualification documentation.
- Understanding of contract staffing, FSP/FSO models, and professional services agreements.
- Comfortable with night shift or Uk shift

📌 Contract & Proposal - CRO & FSP (Mumbai)
🏢 Tech Observer
📍 Mumbai