Proposal Coordinator

Job Description

Job Description

Proposal Coordinator

Position Summary

The Proposal Coordinator is responsible for managing and coordinating the end-to-end proposal development process for industrial construction, maintenance, turnaround, fabrication, civil, and energy-related projects. This role serves as the central point of coordination between Business Development, Operations, Estimating, Commercial, and Executive Management to ensure timely, compliant, and high-quality proposal submissions.

The Proposal Coordinator oversees opportunity tracking, Request for Proposal (RFP) administration, proposal development, bid team coordination, document management, client communication related to proposals, and proposal submission activities. The position requires exceptional organizational skills, attention to detail, communication abilities, and the capacity to manage multiple concurrent pursuits under aggressive deadlines.

Key Responsibilities

Proposal & Bid Management

·   Coordinate the complete proposal lifecycle from opportunity receipt through proposal submission.

·   Review RFPs, RFQs, ITBs, and related solicitation documents to identify requirements, deadlines, deliverables, and evaluation criteria.

·   Distribute bid documents to internal stakeholders and facilitate proposal kickoff meetings.

·   Manage proposal schedules, milestones, action item logs, and submission deadlines.

·   Coordinate Bid/No-Bid reviews and proposal strategy discussions.

·   Prepare, assemble, and submit proposals in accordance with client requirements and submission instructions.

·   Ensure proposals are complete, compliant, and submitted on time.

·   Maintain proposal templates, response libraries, resumes, project experience summaries, and supporting content.

Opportunity Management & CRM Administration

·   Create and maintain opportunity records within CRM, business development, and project tracking systems.

·   Track opportunity status from initial lead through award, loss, cancellation, or withdrawal.

·   Maintain proposal logs, bid calendars, and opportunity pipelines.

·   Update proposal databases with project information, values, clients, market sectors, and key milestones.

·   Generate management reports related to active opportunities and proposal activity.

·   Ensure data accuracy across multiple tracking platforms and reporting tools.

Bid Team Coordination

·   Serve as the primary coordination point for cross-functional proposal teams.

·   Coordinate activities among Business Development, Operations, Estimating, Commercial, Safety, Quality, Project Controls, and other support departments.

·   Schedule and facilitate proposal review meetings, clarification meetings, and status discussions.

·   Track action items, assignments, and deliverables throughout the proposal process.

·   Follow up with stakeholders to ensure timely completion of required inputs.

·   Consolidate technical, operational, and commercial information into a cohesive proposal package.

RFP Administration & Clarifications

·   Organize and maintain RFP documentation and supporting files.

·   Develop and maintain Request for Information (RFI) and clarification logs.

·   Coordinate client questions and responses throughout the bidding process.

·   Track proposal addenda, revisions, and client-issued updates.

·   Ensure revisions are distributed to all appropriate stakeholders.

·   Manage post-bid clarification requests and client follow-up activities.

Proposal Development & Document Production

·   Draft proposal letters, executive summaries, qualifications packages, project experience write-ups, project approaches, and proposal narratives.

·   Assemble technical and commercial proposal documents using company templates and branding standards.

·   Format and edit proposal content to ensure professional presentation and consistency.

·   Coordinate collection of resumes, certifications, project references, safety statistics, and supporting documentation.

·   Perform quality reviews for grammar, formatting, accuracy, and compliance.

·   Prepare final submission packages in both electronic and hard-copy formats as required.

Client & Internal Communication

·   Serve as a key communication liaison during active pursuits.

·   Coordinate proposal-related correspondence with clients, subcontractors, and internal stakeholders.

·   Respond to bid invitations and manage proposal distribution lists.

·   Communicate proposal schedules, deadlines, and status updates to internal teams.

·   Support business development personnel by ensuring proposal activities remain aligned with client expectations and pursuit strategies.

Compliance & Quality Control

·   Verify compliance with RFP requirements, submission instructions, and evaluation criteria.

·   Maintain proposal procedures, templates, and standard operating processes.

·   Review proposal packages for completeness and accuracy prior to submission.

·   Ensure adherence to corporate branding, document control, and quality standards.

·   Maintain organized proposal records and archives for future reference and audit purposes.

Required Qualifications

·   Bachelor's degree preferred; equivalent experience considered.

·   3+ years of experience in proposal coordination, business development support, estimating support, project coordination, marketing coordination, or a related field.

·   Experience supporting industrial construction, maintenance, turnaround, fabrication, energy, petrochemical, refinery, utility, chemical, pipeline, or heavy industrial projects preferred.

·   Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, and Teams).

·   Experience with opportunity tracking and document management systems.

·   Strong writing, editing, proofreading, and document formatting skills.

·   Excellent organizational, scheduling, and time-management abilities.

·   Ability to manage multiple concurrent deadlines in a fast-paced environment.

·   Strong interpersonal and communication skills.

Preferred Qualifications

·   Industrial construction or energy industry experience.

·   Experience coordinating proposals ranging from maintenance services and turnarounds to capital construction projects.

·   Familiarity with procurement and bidding platforms such as Ariba, Coupa, Workday, GEP SMART, and similar contractor qualification systems.

·   Experience working closely with Operations, Estimating, Business Development, and Executive Leadership teams.

·   Knowledge of proposal best practices, compliance reviews, and submission procedures.

Key Competencies

·   Proposal Management

·   Bid Coordination

·   Opportunity Tracking

·   CRM Administration

·   Technical Writing and Editing

·   Document Control

·   Project Coordination

·   Stakeholder Communication

·   Deadline Management

·   Compliance Review

·   Quality Assurance

·   Cross-Functional Collaboration

·   Process Improvement

·   Attention to Detail

·   Strategic Planning

·   Problem Solving

Industries Supported

·   Oil & Gas (Upstream, Midstream, and Downstream)

·   Refining & Petrochemical

·   Chemical Processing

·   Power & Utilities

·   Industrial Manufacturing

·   Industrial Gases

·   Renewable Fuels & Energy

·   Pipeline & Terminal Facilities

·   Heavy Civil & Industrial Construction

Position Impact

The Proposal Coordinator plays a critical role in supporting company growth by ensuring opportunities are efficiently managed, proposals are professionally developed, and bid teams remain aligned throughout the pursuit process. This position directly contributes to revenue generation by facilitating successful proposal submissions and maintaining a structured, repeatable proposal development process that supports strategic business objectives.