Proposal Coordinator

Nikkiso Cryogenic Industries•Tomball, TX

About The Position

The Proposal Coordinator supports Nikkiso Cryogenic Services’ aftermarket business by coordinating the preparation and delivery of accurate, complete, and timely customer proposals. Quotations cover repairs, overhauls, replacement parts, field services, and engineered service solutions for cryogenic pumps, turboexpanders, and related rotating equipment. Working 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. The role helps provide customers with clear service offerings and supports a smooth transition from quotation to order execution. The position is primarily office-based, with frequent computer use and regular interaction with service center personnel. Occasional workshop visits may be needed to gather information or coordinate proposal inputs; required safety procedures and personal protective equipment apply.

Requirements

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.
Proficiency with Microsoft Word, Excel, and Outlook, including document formatting, spreadsheets, and managing multiple deadlines.
Ability to understand customer RFQs, organize technical and commercial information, and prepare clear, accurate business documents.

Nice To Haves

Experience supporting an industrial service, manufacturing, or technical organization.
Experience using CRM or ERP systems.
Familiarity with rotating equipment, cryogenic equipment, repair services, or engineered aftermarket solutions.

Responsibilities

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 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 scope changes.
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.