Proposal Coordinator

Tecta America Corp.
United States, Oregon, Portland
Aug 07, 2025
Description Proposal Coordinator Reports To: Controller Assistant for: Estimating Department Position Summary: The Proposal Coordinator plays a key role in supporting the company's sales and estimating efforts by managing the preparation and submission of bids, proposals, budgets, and prequalification documents. This role ensures timely, accurate, and high-quality proposal delivery through effective coordination, attention to detail, and clear communication. Responsibilities also include engagement with clients, public agencies, and project posting platforms to support business development efforts. Job Functions: Project Coordination: Manage proposal timelines from initial request to final submission, ensuring all deadlines are met. Communication Hub: Serve as the main point of contact between internal teams (estimating, sales, operations) and external partners (clients, contractors). Content Management: Gather, organize, and structure proposal content, working closely with subject matter experts to ensure alignment with client requirements and company standards. Proofing & Quality Control: Review proposals for clarity, grammar, accuracy, and formatting to ensure a professional and polished final product. Relationship Management: Maintain strong, professional relationships with internal teams, clients, and partners through clear and responsive communication. Problem Solving: Identify potential issues early and work proactively to develop solutions and keep proposals on track. Administrative Support: Maintain organized records, track proposal submissions, and support document management processes. Meeting Participation: Attend project, sales, and internal staff meetings as needed. Other duties as assigned. Requirements Excellent written and verbal communication skills Strong organizational and time management abilities High attention to detail and accuracy Ability to manage multiple priorities in a fast-paced environment Collaborative team player with a positive and professional demeanor Proactive, resourceful, and adaptable Ability to maintain confidentiality on all matters Proficient in Microsoft Office Suite (Word, Excel, Outlook); experience with Adobe and proposal/document management software is a plus Knowledge, Skills & Experience (Desirable): Experience in construction administration or a related field Research and report writing experience Familiarity with public works bidding and prequalification processes Working Conditions: Environment: Office/warehouse setting with typical office equipment and occasional exposure to noise and temperature fluctuations Physical Requirements: Prolonged sitting and typing; standing, walking, occasional lifting up to 25 lbs. Travel: Minimal, local only Schedule: Full-time - 40 hours per week