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QU
Senior Proposal Coordinator
Quanta Infrastructure Solutions GroupUnited Statesfull_timeVerifiedPosted 5 Jun 2025
About the role
General Description
The Senior Proposal Coordinator is an integral part of our proposal development process, entrusted with the responsibility of ensuring the security and integrity of all proposal documentation. This role involves coordinating the internal proposal process, reviewing all proposal inputs, and directing the production of the final proposal.
As a Senior Proposal Coordinator, you will work in close collaboration with the proposal team, ensuring that all internal and external requirements are met, from the receipt of inquiry through to contract award. This position holds the overall responsibility for adherence to the QISG’s proposal process, ensuring that our high standards are maintained.
In addition to the duties typically assigned to a Proposal Coordinator, the Senior Proposal Coordinator role comes with enhanced responsibilities. These include a more in-depth workload, potential leadership opportunities within the group, offering the chance to guide, mentor, and influence the direction of our proposal process.
Duties
The Senior Proposal Coordinator is an integral part of our proposal development process, entrusted with the responsibility of ensuring the security and integrity of all proposal documentation. This role involves coordinating the internal proposal process, reviewing all proposal inputs, and directing the production of the final proposal.
As a Senior Proposal Coordinator, you will work in close collaboration with the proposal team, ensuring that all internal and external requirements are met, from the receipt of inquiry through to contract award. This position holds the overall responsibility for adherence to the QISG’s proposal process, ensuring that our high standards are maintained.
In addition to the duties typically assigned to a Proposal Coordinator, the Senior Proposal Coordinator role comes with enhanced responsibilities. These include a more in-depth workload, potential leadership opportunities within the group, offering the chance to guide, mentor, and influence the direction of our proposal process.
Duties
- Prepares and submits documentation to set-up internal proposal number.
- Performs a detailed review of the inquiry to interpret the scope of work and associated deliverables.
- Develops the proposal matrix and schedule, adhering to the guidelines set forth in the Company’s proposal process guidelines.
- Establishes the electronic file structure, archive, and back-up capability and procedures for all proposal materials on the Company’s server system.
- Establishes and documents electronic proposal file access and tracking protocols for ensuring the security and integrity of all proposal documentation.
- Schedules, organizes, and leads internal proposal kick off meetings with assigned Technical Proposal Lead and identified team.
- Liaises with commercial and technical teams, as well as other departments across multiple business segments and offices, to request documentation required for proposal/prequalification submittals (rate sheets, contract, schedule, safety, quality, etc.).
- Establishes the format of the proposal to reflect the Client's requirements and the Company’s agreed proposal win strategy.
- Coordinates the preparation of the proposal on a day-to-day basis and holds regular progress meetings with the proposal team, all while ensuring adherence to the established proposal matrix and schedule.
- Identifies key problem areas during the proposal development and reviews problems and recommended solutions with relevant stakeholders.
- Ensures that the proposal is fully compliant with the Client’s requirements. Where this is not possible, identify alternatives and possible solutions.
- Ensures that scope of services is fully defined in the proposal write-up and that the words are consistent with the basis of the estimate as prepared by the Technical Proposal Lead.
- Coordinates the internal flow and review of all proposal inputs and outputs while ensuring the appropriate personnel review and approval levels (complying with Company’s Delegation of Authority) are in place prior to submitting the proposal.
- Acts as a point of contact with Client, coordinating with sales and other commercial team members, on all formal matters relating to assigned proposals.
- Adheres to internal standards, policies, and procedures
- Performs special projects and completes other duties as assigned or requested
- Associate’s degree and 2+ years of relevant experience
- Bachelor’s degree in Marketing/Communications, Journalism, English or equivalent and 5+ years of relevant experience (construction industry, giving exposure to EPC projects in the electric power and water/wastewater)
- Knowledge and skills in bid preparation, specifically in the electric power industry
- Proficient skills in Microsoft Office (Word, Excel, PowerPoint, SharePoint, and Visio) and Adobe Acrobat
- Ability to demonstrate initiative and assertiveness, the ability to plan and manage work in an efficient manner, and the ability to work well under stress and time pressure
- Highly motivated, well organized, resourceful and proactive with a tenacious and empowering team orientated style
- Well-develope
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