Job Summary:

The focus of this role is to support the Sales department via the coordination and administration of sales related activities. A Proposal Coordinator must be able to work in a fast-paced environment and engage with multiple projects and tasks simultaneously. Accuracy and attention to detail are essential. Proposal Coordinators work very closely with various internal resources such as Sales, Marketing, Estimating, Design, and others while delegating associated tasks to meet request for proposal deadlines.

Duties and Expectations:

• Support sales executives with all aspects of the sales process
• Ensures that all company's processes are properly executed from start to finish
• Assist in the training of new sales executives
• Prepare responses to pre-qualification requests
• Review, organize, and process RFP [request for proposal] documents within the required timelines and work with internal departments to obtain all necessary assets to complete required proposal submittal
• Meet with assigned sales executives and attend customer conference calls as required to understand the scope of work
• Data entry and task management in company’s ERP software
• Submit accurate and timely requests for pricing
• Document and calculate final pricing sheets based on management approvals and direction
• Review and update the Estimating team of new information for bid changes
• Generate professional proposal documents including cover pages, form letters, bid forms, references, project profiles, etc. to create professional bid packet to be submitted per RFP guidelines
• Respond to requests for information, documents, or marketing materials
• Follow up on routed documents requiring review or signature
• Manage and perform project handoffs from Sales to Project Management
• Review contacts and facilitate contract execution
• Maintain company databases
• Update company references and referrals on a regular basis
• Document and distribute meeting notes

Education, Experience or Specific Skills:

• Associate degree in a related field, such as business administration, paralegal, etc.
• Bachelor’s degree in a related field is a plus
• 2-3 yrs. experience in an administrative supportive role requiring a high level of detail and follow up
• Strong time management and prioritization skills
• Excellent attention to details and deadlines
• Ability to communicate professionally, verbally and written, at all levels of an organization
• Exposure to sales, marketing, legal or any combination is desired
• Strong computer navigation and typing skills along with the ability to learn and navigate new software
• Experienced with but not limited to Excel, Word, and PowerPoint
• Experience editing Adobe Acrobat a plus
• Ability to comprehend numerical and mathematical information, measurements, etc.
• Understanding of company branding for all marketing and other materials generated
• Demonstrated the ability in managing multiple tasks while meeting assigned deadlines

Work schedule:

The work schedule for this role is Monday through Friday 8 am to 5 pm with occasional overtime requirements to meet client's and company business needs.

Attributes of the Role:

• Meticulously detailed to ensure the accuracy of completed work
• Robust skills in communicating timelines and following up to get the required information
• Functional/technical skills - Has the functional and technical knowledge and skills to do the job at a high level of accomplishment.
• Interpersonal savvy - Relates well to all kinds of people-up, down, and sideways in and out of the organization using diplomacy.
• Organizing - Can marshal resources to get things done; can orchestrate multiple activities at once to accomplish a goal.
• Time management - Uses time efficiently; concentrates on the more important priorities; gets more done in less time.
• Perseverance - Pursues everything with energy, drive, and a need to finish; seldom gives up before finishing.
• Composure - Cool under pressure; not defensive when times are tough; not knocked off balance by the unexpected.
• Written communications - Writes clearly in a variety of settings and styles to get the desired effect.
• Ethics and values - Adheres to the appropriate and effective set of core values during both good and bad times.
• Integrity and Trust - Widely trusted; seen as direct/truthful; keeps confidences; admits mistakes; doesn't misrepresent self.
• Committed to self-development – Personally committed to continuously improving; works to deploy strengths and compensates for limitations.
• Must be comfortable with Word, Excel, PowerPoint, and Adobe
• Intuitive understanding of software systems and databases is desired
• Paralegal certification is a plus
• Ability to read and interpret documents such as safety rules, proposals and other requests for information and procedure manuals. Ability to write routine reports, emails or correspondence. Ability to speak effectively before groups of customers or employees of the organization.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
• Ability to add, subtract, multiply, and divide into all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ration, and percentage and to draw and interpret bar graphs.

Physical Demands:

While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to stand or walk; climb stairs; use hands and fingers, handle or feel; reach with hands and arms; stoop, kneel or crouch. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception and ability to focus.

Environment and Working Conditions:

If entering the production area, the employee is occasionally exposed to moving mechanical parts; fumes or airborne particulates. The noise level in the office work area is low.

We are a leading sign company in the U.S. and provide an attractive benefits package:

• Health & Wellbeing Benefits
• Paid Time Off
• 401(k) Plan with Company Match
• Leading Edge Tools & Technology
• YMCA Health & Fitness Membership
• Education & Advancement Opportunities
• Incentive Programs
• Charitable Contributions Match
• And More!

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