Proposal Coordinator

The Proposal Coordinator is responsible for lead management & proposal preparation and management, ensuring compliance, and constantly improving submission quality.

Key Responsibilities:

Lead Management:

• Monitor Sales inbox.
• Receive requests for quotation, tenders etc.
• Log bids (in accordance with Opportunity Instruction).
• Conduct high level bid review (Via Acumatica).
• Assign Opportunity ID and handover to user department.
• Create RFQ, Working and Submission folders in SharePoint.
• Comply with the bid management process.

Proposal Development:

• Coordinate the development, preparation, and submission of proposals, ensuring compliance with client requirements and deadlines.
• Manage proposal schedules, timelines, and action plans to ensure timely delivery of submissions.
• Review RFP/RFQ/ITT documents to identify key requirements, deliverables, and evaluation criteria.
• Draft and edit proposal content, including executive summaries, technical write-ups, and compliance matrices, with input from subject matter experts (SMEs).

Team Coordination and Communication:

• Facilitate proposal kick-off meetings to assign roles and responsibilities.
• Liaise with internal stakeholders (e.g., engineering, legal, finance, and operations, etc.) to gather required input and approvals.
• Maintain clear communication with team members to ensure alignment on proposal objectives and progress.

Document Management:

• Organize and maintain proposal documentation, including templates, past proposals, and supporting materials in a centralized repository.
• Ensure version control and track revisions to proposal drafts during the development process.
• Create and manage compliance checklists to verify adherence to client requirements.

Quality Assurance:

• Conduct detailed reviews of proposals to ensure accuracy, consistency, and alignment with the client’s evaluation criteria.
• Format and proofread documents for grammar, style, and presentation quality.
• Ensure the final submission package is professionally formatted, well-structured, and error-free.

Post-Submission Activities:

• Track submitted proposals and manage client communications regarding clarifications or additional information requests.
• Maintain a database of proposal outcomes, including win/loss analyses and feedback from clients.
• Conduct lessons-learned sessions to identify areas for improvement in the proposal process.

Process Improvement:

• Develop and refine proposal templates, checklists, and best practices to enhance efficiency and quality.
• Stay updated on industry trends, competitor strategies, and client preferences to incorporate into future proposals.

Qualifications:

• Bachelor’s degree in Business Administration, Communications, Marketing, Engineering, or a related field.

Experience:

• 3-5 years of experience in proposal coordination, business development, or a related field.
• Experience in industries such as construction, oil & gas, renewable energy, or engineering services is preferred.