Proposal Coordinator

Proposal Coordinator

We are seeking an experienced and commercially minded Proposal Coordinator to join our growing team.

This role sits at the heart of our business development function, responsible for managing the end-to-end tendering process across the Americas business unit, maintaining CRM system accuracy, and providing vital commercial coordination across all bids.

Key Responsibilities

• Lead the compilation, coordination, and submission of high-quality proposals, tenders, and RFQ responses across the Americas business unit
• Manage the full bid lifecycle from receipt of inquiry through to submission, ensuring deadlines are met without exception
• Work with technical, operational, and commercial teams to gather content, pricing, and supporting documentation
• Maintain a library of standard proposal content, case studies, and CVs, updating regularly to reflect current capabilities
• Review tender documents thoroughly to identify key requirements, risks, and commercial considerations

• Collaborating with Business Development during the bid process
• Proactively track and manage bid calendars, ensuring all internal stakeholders are aligned on submission timelines
• Coordinate and respond to customer clarification requests in a timely and professional manner

• Work closely with the CCO to prepare and manage commercial clarification logs, ensuring accurate records throughout the bid process
• Support commercial negotiations by preparing summaries, comparison matrices, and relevant documentation
• Assist in the review of contractual terms and highlight commercial risks to the CCO for review and action

• Maintain and update Salesforce CRM with accurate pipeline data, opportunity statuses, bid outcomes, and customer interactions
• Generate regular pipeline and activity reports from Salesforce
• Champion data quality within Salesforce, ensuring all tendering activity is accurately logged and reported

Skills and Experience

Essential

• 3-5 years of experience in a tendering, proposals, or commercial coordination role, ideally within energy services, engineering, or industrial services
• Demonstrable experience managing multiple concurrent bids with competing deadlines
• Proficiency in Salesforce or a similar CRM platform, with experience in pipeline management and reporting
• Strong written communication skills with the ability to produce clear, compelling, and professionally formatted proposal documents
• High level of organization, attention to detail, and ability to work under pressure in a fast-paced environment
• Competence with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

Preferred Experience

• Experience working within the utility industry or broader renewables sector is highly advantageous
• Familiarity with energy services terminology, including O&M, EPC, and asset management contracts
• Exposure to commercial contract review and an understanding of key contractual risk areas
• Location preference Texas with Houston, DFW, and Austin locations. This is a remote position with limited travel for team meetings in either Houston or Fort Worth, quarterly or as needed.

This job description should not be regarded as exclusive or exhaustive. There may be a requirement to carry out other duties that the company believes you are capable of.

Company Overview

KVP Energy Services is a fast-growing energy services company operating across the full lifecycle of energy assets — from construction and maintenance to inspection and decommissioning. With a national footprint and teams working on major projects across multiple regions, we bring scale, technical capability and decades of industry experience to every job. Our reputation is built on disciplined delivery and an uncompromising approach to safety. For our people, that means working in a business that operates with clarity, competence, and a commitment to doing things right, every time.