Proposal Coordinator

Job Overview

The Proposal Coordinator supports Nikkiso Cryogenic Services' aftermarket business by coordinating the preparation and delivery of accurate, complete, and timely customer proposals. The role supports quotations for repairs, overhauls, replacement parts, field services, and engineered service solutions for cryogenic pumps, turboexpanders, and related rotating equipment.

Working closely with Sales, Engineering, Repair Coordination, Project Management, Supply Chain, and service center teams, the Proposal Coordinator gathers technical and commercial inputs, tracks proposal deadlines, and maintains organized quotation records. This position helps provide customers with clear service offerings and supports a smooth transition from quotation to order execution.

Responsibilities

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Receive and log requests for quotation (RFQs); review customer requirements, submission instructions, and due dates, and coordinate clarification of missing information.
• Establish proposal schedules, identify required contributors, and follow up on deliverables to keep quotations moving and meet customer deadlines.
• Coordinate with Engineering and service center teams to obtain approved scopes of work, labor estimates, repair recommendations, and technical documentation.
• Work with Supply Chain and internal stakeholders to gather material costs, supplier quotations, availability, lead times, and subcontracted service estimates.
• Compile proposal packages using approved templates, including scope, pricing, delivery schedules, payment terms, assumptions, exclusions, and supporting documents.
• Check proposals for accuracy, consistency, completeness, and alignment with customer requirements; route technical content, pricing, and commercial terms for required approvals.
• Coordinate approved proposal submissions and revisions; maintain version control and document customer clarifications and changes in scope.
• Maintain current quotation and opportunity records in CRM, ERP, or other designated systems, including status, value, due dates, and follow-up actions.
• Support Sales with quotation follow-up, customer information requests, and proposal status reporting.
• Assist with order handoff by comparing purchase orders with approved quotations, flagging discrepancies, and transferring proposal records to the execution team.
• Maintain proposal templates, standard content, and historical quotation records; identify opportunities to improve turnaround time and proposal quality.
• Follow company procedures for confidentiality, document control, quality, and safety.

Competencies

• Organization and accountability: Manages multiple proposals, tracks commitments, and follows through on deadlines.
• Attention to detail: Checks scope, pricing inputs, terms, and documentation carefully before submission.
• Communication and collaboration: Writes clearly, seeks clarification, and works effectively across departments.
• Customer focus: Responds promptly and professionally while helping ensure proposals reflect customer needs.
• Judgment and problem solving: Identifies missing information, conflicting inputs, and schedule risks; escalates issues to the appropriate decision maker.
• Adaptability and continuous improvement: Adjusts priorities as requirements change and contributes to more efficient proposal processes.

Qualifications

• Associate degree in business, a technical discipline, or a related field, or an equivalent combination of education and relevant experience.
• Two or more years of experience in proposal coordination, quotation preparation, sales support, customer service, project administration, or a similar role.
• Experience supporting an industrial service, manufacturing, or technical organization preferred.
• Proficiency with Microsoft Word, Excel, and Outlook, including document formatting, spreadsheets, and management of multiple deadlines.
• Experience using CRM or ERP systems preferred.
• Ability to understand customer RFQs, organize technical and commercial information, and prepare clear, accurate business documents.
• Familiarity with rotating equipment, cryogenic equipment, repair services, or engineered aftermarket solutions preferred.

Physical Demands

Primarily office-based work with frequent use of a computer and regular interaction with service center personnel. Occasional visits to workshop areas may be needed to gather information or coordinate proposal inputs; required safety procedures and personal protective equipment apply.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

EEOC Statement

Nikkiso CE&IG is proud to be an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.