Proposal Coordinator

Quanta Services•Tulsa, OK

12d•Onsite

About The Position

Irby Construction Company is seeking a Proposal Coordinator to organize, develop, and deliver competitive proposals for transmission, distribution, substation, battery energy storage system (BESS), and data center construction. The role turns customer requirements and technical information into accurate, compelling submissions that demonstrate Irby’s infrastructure expertise, safety commitment, and operational excellence. Working with Estimating, Engineering, Operations, Safety, and Business Development teams, the Proposal Coordinator manages proposal requirements, technical writing, document control, and submission schedules. The position requires strong communication and quality-control skills, with the ability to coordinate several complex infrastructure pursuits at once. This is an on-site position based in Tulsa, Oklahoma. Standard business hours are expected, with occasional extended hours when proposal schedules or submission deadlines require.

Requirements

Bachelor’s degree in Business, Construction Management, or a related discipline preferred; equivalent relevant experience will be considered.
Experience coordinating construction or engineering proposals, technical writing, or complex bid submissions.
Strong writing, editing, proofreading, and document-control skills, including accurately presenting technical construction information to utility customers.
Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook; ability to learn Salesforce, document management platforms, and customer bid portals.
Strong attention to detail and deadline-management skills, with the ability to manage concurrent assignments and coordinate across departments.
Professional communication skills and discretion when handling sensitive client and company information.

Nice To Haves

Experience supporting utility, energy storage, or data center pursuits is strongly preferred.
Prior proposal experience with transmission, distribution, substations, BESS, data centers, utility EPC contractors, or electrical engineering firms.
Working knowledge of power delivery, energy storage, and data center construction scopes, including electrical and civil systems, equipment installation, safety planning, and commissioning interfaces.
Experience maintaining proposal content libraries, Salesforce opportunity data, or other pursuit tracking systems.
Ability to coordinate technical reviews with estimators, engineers, safety professionals, and field operations leaders and accurately incorporate their feedback.
Experience with Microsoft Project or comparable scheduling and coordination tools.

Responsibilities

Coordinate proposal pursuits from solicitation through final submission, establishing work plans, assignments, review milestones, and client delivery requirements.
Review RFPs, RFQs, bid invitations, technical specifications, one-line diagrams, and contract exhibits to identify required responses, compliance items, and deadlines.
Gather construction approaches, project schedules, staffing plans, qualifications, and execution details from estimators, project managers, engineers, and operations leaders.
Develop and edit proposal narratives, executive summaries, project profiles, and technical approach descriptions.
Incorporate technical inputs on transmission, distribution, substations, BESS, data center electrical infrastructure, civil works, commissioning, and project execution as applicable.
Lead proposal kickoffs and status reviews, maintain action-item trackers, and flag missing inputs, customer clarifications, and schedule risks.
Maintain controlled proposal files, approved templates, staff qualifications, project references, and cross-division experience materials.
Assemble and quality-check submission packages, including forms, certifications, schedules, safety information, project experience, and customer-specific attachments.
Monitor procurement portals and bid correspondence for addenda, drawing revisions, scope clarifications, and deadline changes; distribute updates to pursuit teams.
Maintain opportunity records, pursuit status, submission dates, and bid outcomes in Salesforce or designated tracking systems.
Partner with Estimating and Operations to communicate Irby’s differentiators, including power delivery, energy storage, data center construction, safe energized-facility interfaces, schedule execution, and utility-owner coordination.
Coordinate site walks, pre-bid meetings, question logs, and approved customer communications.
Improve proposal templates, technical content libraries, review checklists, and document workflows using lessons learned and pursuit feedback.
Protect confidential bid pricing, customer drawings, equipment information, and internal project plans while managing overlapping deadlines.
Provide additional estimating and proposal support as assigned.

Benefits

Multiple BCBS medical plan options, including in-network preventive care at no cost and access to virtual care.
Prescription drug coverage with medical plans, plus healthcare cost-management tools and advocacy support.
Dental coverage, including preventive care and orthodontia options for adults and children.
Vision coverage with annual exams and frame allowances.
Health Savings Account options, Healthcare FSA, Limited Purpose FSA, and Dependent Care FSA.
401(k) retirement plan with immediate eligibility and vesting; company match up to 4.5%.
Company-paid basic life and AD&D coverage, optional supplemental life insurance, and short- and long-term disability coverage.
Employee Assistance Program offering confidential mental health, financial, family, and wellbeing support at no cost to employees and their households.
Optional accident, hospital indemnity, critical illness, identity theft protection, pet insurance, home/auto insurance, and long-term care coverage.
Access to employee discounts and participation in Quanta Cares, a disaster relief fund supporting employees and families.