Proposal Coordinator

Xylem • Pittsburgh, PA

1d • $75,000 - $90,000 • Hybrid

About The Position

Xylem is a Fortune 500 global water solutions company dedicated to advancing sustainable impact and empowering the people who make water work every day. As a leading water technology company with 23,000 employees operating in over 150 countries, Xylem is at the forefront of addressing the world's most critical water challenges. We invite passionate individuals to join our team, dedicated to exceeding customer expectations through innovative and sustainable solutions. The Proposal Coordinator is an essential partner to the Applications Engineering team within the Integrated Equipment Technologies (IET) division of Xylem’s Water Solutions & Services (WSS) segment. In this role, you’ll help organize, prepare, and deliver clear, well‑structured technical proposal documents that support the sale of industrial water and wastewater treatment solutions. IET delivers integrated process solutions—including equipment design, supply, and installation—for process water treatment, industrial wastewater recycling and reuse, and complex wastewater treatment systems. Because of the technical nature of the work, prior experience preparing proposal documents is important. Working closely with the Applications Engineering team, the Proposal Coordinator helps develop detailed technical proposals, manages proposal information within Xylem’s business systems, and supports related administrative and documentation needs. This role operates in a fast‑paced, deadline‑driven environment. You’ll often manage several proposals at once, coordinating inputs from engineering, sales, and operations to ensure each submission is accurate, consistent, and complete. The Proposal Coordinator also helps move opportunities efficiently from proposal through order booking while maintaining high standards for quality and customer responsiveness.

Requirements

• Minimum of 5 years of experience preparing technical documents, including tables and charts; experience with technical proposals strongly preferred.
• Advanced proficiency with Microsoft Word and PDF editing tools (PDF‑XChange).
• Experience with Microsoft Dynamics is preferred; SAP knowledge is an added plus, particularly related to booking processes.
• Strong written communication skills, with a high level of attention to writing structure, clarity, and grammar.
• Demonstrated ability to collaborate effectively with internal customers and cross-functional teams.
• Ability to manage multiple concurrent tasks in a deadline‑driven environment, meet tight customer and internal deadlines, and maintain a high level of accuracy and attention to detail under pressure.
• Ability to work in a hybrid environment.

Nice To Haves

• SAP knowledge is an added plus, particularly related to booking processes.
• Experience with Microsoft Dynamics is preferred

Responsibilities

• Prepare high‑quality technical proposal documentation, including drafting narrative text, building tables and charts, formatting content, proofreading, and assembling final submission packages (electronic and occasional hard copies), including submissions via customer online portals.
• Monitor and facilitate the purchase order (PO) booking process, partnering with departmental stakeholders to ensure timely and accurate order acceptance.
• Update and maintain proposal records within Microsoft Dynamics Customer Relationship Management (CRM) system.
• Maintain the SharePoint site for Requests for Proposal (RFPs), specifications, and other supporting opportunity documentation.
• Work with Applications Engineering management to develop and maintain standardized proposal templates.
• Support development of technical presentations for sales teams and proposal presentations.
• Maintain the proposal filing system and ensure compliance with Standard Work (SW) procedures and documentation requirements.
• Participate in daily proposal scheduling calls, collaborating with other proposal coordinators and stakeholders.
• Demonstrate Xylem’s High Impact Behaviors—leading with innovation, accountability, and a commitment to excellence.

Benefits

• Paid parental leave, maternity support, and fertility benefits
• Flexibility and hybrid work options where applicable
• Health, dental, and vision insurance from day one
• Emotional health and wellness programs and Volunteer program (Watermark)
• Paid time off (PTO)/Flexible time off (FTO) and paid holidays
• Career development, advancement, tuition reimbursement, and student loan forgiveness
• Generous retirement savings plan with company contribution
• Employee recognition and discount programs

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed