Proposal Coordinator

About Us

Proserv is a global controls technology company with a heritage stretching back more than 60 years. We provide industry-leading solutions to improve the reliability, optimise the performance and extend the life of critical infrastructure across the energy sector.

Our team not only has the talent and technological expertise to deliver these transformative goals, but day-to-day, we hold to a clear set of FRESH Proserv values that underpins everything we do around the world.

So, if you believe you not only have the skills and know-how needed for this role, and you are a team player; keen to do things the right way; possess an inquisitive and creative mind; prioritise giving top-quality service and you enjoy helping and collaborating with colleagues or clients – then we really want to hear from you.

What You Need to Know

As part of the Global Proposals Team, the Proposals Coordinator supports commercial and proposals operations across 13 international facilities. This role is key in ensuring seamless proposal processes, from the initiation of vendor/customer documentation to project handover.

The Coordinator will manage a wide range of administrative and coordination tasks related to proposal development and support Proposal Engineers. The role involves handling customer registration forms, ensuring the quality of proposal content, maintaining compliance with internal processes and advising global stakeholders on proposals best practices.

• Manage processing of live quotations and maintain associated records.
• Support Proposal Engineers by responding promptly to all administrative and coordination queries.
• Coordinate and complete customer vendor questionnaires and registration forms globally.
• Manage and maintain vendor portals on behalf of the proposals team.
• Raise quote numbers in ERP (D365) and initiate templates via the proposals creation portal (Xait Porter).
• Raise ERP (D365) project numbers for won quotations and coordinate the administrative handover process to ensure a smooth project transition.
• Organise and maintain SharePoint libraries and ensure all proposal-related documentation is accurately stored and easily accessible.
• Liaise with internal teams (e.g., Finance, Legal, QHSE) to compile and coordinate non-technical proposal content such as financial information, terms & conditions reviews and compliance documentation.
• Provide guidance and support on global proposals processes to ensure consistent and standardised practices across all regions.
• Maintain accurate documentation of correspondence, agreements and records in alignment with internal requirements.
• Prioritise workload effectively in response to changing demands and deadlines.
• Demonstrate initiative, attention to detail and a proactive approach to responsibilities.
• Show ability in working independently and collaboratively with globally distributed teams.

Qualifications / Skills & Experience

Essential:

• 3+ years of proven experience in a similar administrative or coordination role.
• Proficient in Microsoft Excel, Word and SharePoint.
• Excellent interpersonal, organizational and prioritisation skills.

Preferred:

• Familiarity with Dynamics 365 or other ERP/CRM platforms.
• Understanding of industrial bidding and procurement processes.
• Experience working in a globally distributed or cross-functional team.

Why Choose Us

We offer a competitive starting salary with an opportunity to advance, which will be dependent on competency starting level.