Proposal Coordinator Jobs

About The Position

Requirements

• Minimum high school education; post-secondary education is considered an asset
• 3–5 years related experience, preferably in proposal coordination, bid management or contract administration
• Experience reviewing commercial Terms & Conditions and supporting contract discussions
• Strong business writing skills, with the ability to develop professional customer-facing documents
• Understanding of basic legal terminology, contracts, commercial risk and negotiations
• Excellent organizational, time management and project coordination skills
• Strong interpersonal and communication skills
• Demonstrated customer service mindset and ability to build positive working relationships.
• Proficiency with Microsoft Office applications, including Word, Excel, Outlook and Teams.
• Ability to exercise initiative, sound judgment, discretion and confidentiality
• Detail-oriented with strong analytical and problem-solving abilities
• Comfortable working in a fast-paced environment with multiple priorities and strict deadlines.
• Self-motivated with a strong sense of ownership and accountability
• Entrepreneurial work ethic

Responsibilities

• Serve as the central point of contact for proposal activities involving Account Managers, Application Specialists, Legal, Finance, Document Coordinators and Customers
• Partner with the quoting team to understand project requirements, scope, commercial considerations and execution needs
• Acknowledge, track and prioritize Requests for Quote (RFQs)
• Maintain strong communication with customers and internal stakeholders
• Review customer RFQs, commercial requirements and Terms & Conditions
• Coordinate and lead project and bid kickoff meetings, internally and externally
• Participate in customer and internal meetings with confidence and professionalism
• Lead communication and collaboration efforts for multi-business-unit pursuits
• Facilitate commercial negotiations with customers to achieve mutually beneficial outcomes while protecting Spartan's business interests
• Coordinate with Sales, Legal and Finance to support commercial negotiations while maintaining a Customer First approach
• Prepare and submit proposals, ensuring compliance with RFQ requirements and evaluation criteria
• Review and hand off Purchase Orders (POs) to the execution team in a timely manner.
• Prioritize and manage multiple deadlines and competing priorities
• Develop product, technical and documentation knowledge as it relates to the role