Proposal Coordinator

Application EngineerXNRGY Climate Systems is a North American leader in sustainable design and advanced manufacturing of custom air treatment systems. We are focused on research and energy development, contributing to the reduction of carbon footprint.We are excited to announce the opening of our new technology headquarters in Mesa, Arizona in 2025. This expansion reflects our commitment to growth and innovation in the climate solutions industry. As part of this expansion in the US, XNRGY is seeking a qualified Application Engineer to join its team.An overview of your responsibilitiesThe Proposal Coordinator supports the full opportunity lifecycle — from bid and proposal development through accurate, released sales orders. The role owns timely bid coordination, coordination of all RFP, analysis and synthesis of project scope, and organization of project documents and details. It extends through equipment selection and quote preparation, CRM entry and management, order entry, release and shipment structuring, change order control, and storage and logistics coordination. The ideal candidate works confidently in CRM and ERP environments, thrives on data accuracy, and facilitates communication across teams and channels — internally and externally.Key ResponsibilitiesBid Coordination, RFP, and QuotingCoordinate RFP activity and drive timely bid coordination, ensuring on-time submission of deliverables against customer due datesAssist with equipment selections and pricing, and prepare quotes for defined scope with inclusions, exclusions, lead times, and termsOrganize and maintain project documents and details so opportunity history is traceable from bid through orderCRM Entry and ManagementOwn accurate, timely CRM entry for accounts, contacts, projects, opportunities, quotes, and competitorsLink bid documents, selections, and quotes to CRM records and log activities, win/loss reasons, and competitive intelligenceMonitor CRM data quality and support pipeline reviews, bid activity reporting, and sales analyticsOrder Entry, Release, and Change ManagementReview customer purchase orders against the approved proposal, resolve discrepancies with Sales, Engineering, and Finance, and create accurate ERP sales ordersStructure orders into lines and releases, splitting large or multi-phase orders for staged shipments, and maintain dates with Production Planning as schedules shiftMaintain ship-to addresses and drop-ship requirements, and coordinate storage when units complete ahead of site readiness through to final deliveryAdd service and warranty lines to every applicable order — including startup and commissioning and factory witness testing requirementsLog and process change orders, assess downstream impacts, confirm approvals, and update orders with a clear audit trailCommunication and Product KnowledgeFacilitate communication across teams and channels, internally and externally, including bid strategy discussions covering go/no-go decisions, pricing posture, and scope positioningServe as the point of contact for bid, quote, order, and CRM questions across Sales, Engineering, Project Management, Planning, Production, Service, and Finance, and interface externally with customers, contractors, and repsFlag downstream impacts such as schedule changes, holds, storage decisions, and early shipments requiring invoicing adjustmentsResearch, synthesize, and maintain summary technical information on XNRGY and competitor product offerings on an ongoing basis, keeping references and templates current for the teamQualificationsAssociate or Bachelor's degree in Business, Construction Management, Engineering Technology, or a related field — or equivalent experience2+ years in proposal or bid coordination, estimating support, order management, or inside sales support, ideally in industrial equipment, HVAC, or engineered-to-order environmentsAbility to read and interpret project scopes, specifications, drawings, addenda, and construction documentsHands-on CRM (Dynamics 365, Salesforce) and ERP (Epicor, SAP, Oracle) experience; proficient in Excel, Word, Outlook, SharePoint, and TeamsExceptional organization, attention to detail, and ownership of data accuracy, with proven ability to manage competing bid deadlinesProactive communicator who anticipates downstream impacts, with a customer-focused sense of urgencyWhy choose XNRGY?Be part of a fast-growing company driving innovation and sustainability in the climate solutions industry.