Proposal Coordinator

About Us:

Viking Masek Packaging Technologies provides innovative packaging automation for food, beverage, health, medical, and consumer goods manufacturers globally. We offer advanced solutions like vertical form fill seal (VFFS), premade pouch, stick pack machines, flow wrapping equipment, case packers, and cartoners. At Viking Masek we focus on innovation and integration, delivering complete packaging automation solutions to optimize production lines worldwide.


Job Description:

The Proposal Coordinator is responsible for generating accurate, detailed packaging system proposals that support the Viking Masek Sales Team and contribute to the overall success of the company. This role operates in a fast-paced, rewarding environment and plays a key part in responding to sales requests, configuring product descriptions and pricing, and coordinating with vendors to gather required information.

The Proposal Coordinator will follow internal processes, manage incoming and outgoing vendor communications, and collaborate closely with internal teams including Sales, Project Management, Service, Purchasing, and Engineering.

Success in this role requires strong computer skills, attention to detail, and the ability to work independently and as part of a team. The ideal candidate is a self-starter, skilled multitasker, and clear communicator who thrives under pressure and consistently follows through on tasks.

Key Role Areas (KRA):

1. Proposal creation and revision
2. Proficiency with Microsoft Office Suite
3. Salesforce CRM and CPQ
4. Vendor communication and interaction
5. Multi-Tasking in a very fast paced environment

Job Duties & Responsibilities:

KRA 1 - Proposal Creation and Revision

• Implement a personal process for receiving, processing, and coordinating multiple internal RFQs within the constraints of existing internal systems.
• Understand the role of each piece of equipment proposed to ensure the customer's needs are met by the equipment quoted by our vendors
• Efficiently and accurately process all proposals while achieving or surpassing internal metrics.
• Coordinate multiple internal requests and associated external requests concurrently

KRA # 2 - Proficiency with Microsoft Office Suite

• Utilize MS Office products daily. To include, but not limited to, Outlook, Word, Excel, SharePoint, Teams, and OneNote
• Proficient typing and computer skills are required. Speed and accuracy are of the utmost importance.
• Proactive inbox management within Outlook
• Communicate professionally with internal and external stakeholders, via Teams, Outlook, or OneNote

KRA # 3 - Salesforce CRM and CPQ

• Process RFQs received via email within Salesforce Opportunities
• Coordination of converting vendor and internal component cost, pricing, and details from their source into the vendor products and bundles within the Salesforce quote
• Coordinate multiple simultaneous activities within Salesforce while maintaining the individual integrity of all Opportunities

KRA # 4 - Vendor communication and interaction

• Engage with approved vendors via email as the primary contact and follow up, as needed, via phone.
• Professionally and accurately communicate the needs of the customer to each required vendor to ensure prompt and accurate responses.
• Concurrently manage outbound and inbound email for multiple opportunities simultaneously.
• Monitor pricing and configuration details to ensure adherence to any standing agreements
• Always focused on helping make Viking Masek each vendor's preferred OEM to work with by being professional and cordial at all times.

KRA # 5 - Multi-Tasking in a very fast paced environment

• Maintain accuracy and efficiency while coordinating multiple opportunities at the same time.
• Act on new RFQs or any vendor questions promptly.
• Develop and implement personal processes to properly manage the workload.
• Produce accurate proposals quickly to maintain our first-to-deliver competitive advantage.

Qualifications:

• Education: High School Diploma
• Experience: 1 year of experience in a professional office setting involving the interpersonal and computer skills as described above is required
• Technical Skills: Proficiency in Microsoft Office Suite is required, experience with Salesforce is preferred.
• Soft Skills: Strong communication verbally, via email, or telephone, being organized, efficient multi-tasker, and problem-solving skills.

Desired Skills:

• Associate degree, or higher, in a business or business technology related field is preferred.
• Prefer 2 years of experience within a single professional organization involving interactions within a team and across departments.
• Above average typing speed and Microsoft proficiency
• Emotional intelligence with the ability to reframe challenges and frustrations into opportunities for improvement.
• Empathetic perspective on others
• Professionalism

Core Values:

Simple in Motion

• SERVICE : Serving our customers, colleagues, and community
• INNOVATION : Solving your unique packaging challenges
• MOTIVATION : Motivated by our story to build your story
• PARTNERSHIP : Listening with curiosity and empathy to build strong relationships
• LEADERSHIP : Confidently transforming your goals into realities
• EXCELLENCE : Committed to delivering our best

We offer a welcoming and inclusive environment in service to one another, our products, the diverse consumers we represent, and the communities we call home.

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