Proposal Coordinator

Industrial Air Flow Dynamics•The Woodlands, TX

16d•Onsite

About The Position

Proposal Coordinator (Sales Support) Industrial Air Flow Dynamics, Inc. is seeking a Proposal Coordinator to join our team in The Woodlands, TX. This role is ideal for someone who enjoys organization, documentation, and being a key internal partner in helping the sales team prepare winning proposals. You will support the full proposal process-assembling documentation, drafting scope outlines, coordinating cross-department inputs, and ensuring timely, accurate submission of quotations. In this position, you will work closely with the Senior Sales Administrator and the sales team to gather information from the field, prepare bid documentation, process thermal imaging files, and select appropriate technical language for proposals. This is not a sales role -there is no client interaction or selling involved. This position is strictly internal support focused on turning client requests into complete, accurate proposal packages for the sales team. With over 20 years of experience, Industrial Air Flow Dynamics is the premier field service group in the power generation industry and the leading provider of replacement expansion joint systems, penetration seal systems, and HRSG duct/liner replacement systems. We deliver turn-key solutions rooted in engineering excellence-diagnosing root-cause issues, improving OEM designs, manufacturing replacement systems, and completing field installations.

Requirements

Experience using Salesforce.com.
Associate's degree (business-related fields preferred).
Minimum 1 year of experience in sales support, proposal administration, or related administrative work.
Strong verbal and written communication skills.
High attention to detail in a professional environment.
Understanding of basic sales processes.
Proactive, accountable, and driven to meet deadlines.
Ability to collaborate with sales, engineering, and field services teams.
Excellent grammar, proofreading, and editing skills.
Proficient in all Microsoft Office applications and Adobe.

Responsibilities

Serve as the central coordinator for assigned proposals.
Work with departments across multiple business segments to gather required proposal and prequalification documentation (rate sheets, contracts, schedules, safety, quality, etc.).
Draft portions of proposal responses to meet RFQ/RFP requirements.
Ensure estimate details, takeoffs, and scope information are accurate and aligned with project requirements.
Manage full quote flow and strictly follow established quote processes.
Ensure timely, high-quality completion of multiple deliverables.
Coordinate all proposal activity from RFQ receipt through final submission.
Work under tight deadlines and adjust to shifting priorities.