Project Support Coordinator

About the role

To work within the Sales and Estimating process and function to support various aspects of the proposal development effort including, but not limited to, managing and collating bid packages, the electronic storage and security of proposals and proposal data inputs, creating outlines and task lists, proofreading and/or preparing draft and final proposal editions incorporating feedback as necessary, calculating estimates from manpower/material/equipment breakdowns, tracking completion of assignments, maintaining and ensuring accuracy of Job Board(s), in conjunction with marketing improving/refining the proposal template, assisting with pipeline/forecast maintenance, reporting, and administration in the CRM tool, client interaction and proposal follow-up per established touchpoint procedure, updating supplier registration, supporting the change order process and procedure. Also responsible for client contract review and editing per established company policies and criteria. This position is responsible for handling financial information and must ensure its confidentiality.

Responsibilities

• Scheduling and Planning: Coordinate meetings and manage timelines to support RFQ/Bid/Proposal Opportunities. Gather, disseminate, and organize data inputs to aid proposal development efforts. Responsible for calculating estimates from manpower/material/equipment breakdowns provided by operations for new and previously bid projects as part of the proposal development process. Draft and edit client and project proposals as assigned. Ensures proposals are submitted by deadlines provided.
• Customer Service: Interface with clients to request information, ensure receipt of submittals, schedule Q&A meetings and act as conduit between sales and operations with the client.
• Progress Monitoring: Track proposal development progress, identifying potential issues or delays and reporting these to the Sales Project Manager while updating CRM with real-time, accurate information.
• Technical Information: Learn and understand client needs, RFQ requirements and relevant scope activities as it relates to the niche within which company operates. Works with Sales, Operations, Procurement, and Project Management to ensure accuracy of scope, clarifications, assumptions and exceptions incorporated into proposals.
• Data Collection: Acts as initial point of contact with local union representatives to acquire project specific data required to submit an accurate and timely proposal to clients. Communicates union hall information to appropriate departments to ensure accurate data is utilized in the proposal process, including but not limited to location specific benefits, scale details, holiday details, etc. Requests updated information throughout proposal and project lifecycle as needed.
• Supplier Registration: Manages and updates client/third party supplier registration information as needed.
• Support Business Development: Creates and maintains bid packets, assigns project numbers, prints and/or forwards all information to the appropriate people according to the Bid Packet Flow Chart. Keeps an updated file both in the computer and a physical file with any hard copies of information or pictures that are needed. Responsible for reviewing and understanding the proposal instructions. Works with the appropriate internal resources in order to collect needed information and data to accurately create and send bids out in a timely fashion. Schedules Job Award meetings for all team members. Acts as backup to lead and present Job Award meeting information to team members.
• Change Orders: Ensures that appropriate change orders are drafted, reviewed, and submitted in a timely manner. Collaborates with Estimating and Project Development to input updated information. Ensures information on change order is accurate to reflect changes requested by client or EBI leadership.
• Contracts: Review client RFQ and project request documents before proposal process begins to ensure quality, safety, and scope of project is understood and any special requirements or expectations can be fulfilled and incorporated into the proposal. Also responsible for initial contract and purchase order review to identify any areas of liability within contracts, submitting edits and variances to management for review/approval and acts as conduit with clients through contract negotiation and close-out.
• Emergent Availability: This position requires intermittent availability during weekends, evenings, and early mornings for emergency projects. This does not restrict the use of their time off from work and will only be required to report to work when emergency jobs are prevalent.
• Process Improvement: Supports the effort of ISO 9001 and process improvement by recommending methods, equipment, techniques, and other changes to improve company operations. Participates in internal audits, risk assessment and corrective actions as required.
• Apparent or Assigned: Performs any other work as apparent or assigned.

Qualifications

• Education: 2–4-year post-secondary education or 5 years of relevant experience
• Demonstrative ability for knowledge in the following software: MS Windows, MS Project, MS Office (Word, Excel, Outlook), SharePoint/server file management
• Demonstrative ability to use CRM tools or similar software
• Demonstrative ability to be consistent with Electrical Builders Vision and Values, particularly entrepreneurial behavior and ethical behavior
• Detail oriented with proven ability to communicate (verbal/written) professionally, diplomatically, and effectively with customers, suppliers, and employees
• Demonstrative ability to show strong business ethics which include approaching others in a tactful manner; reacting well under pressure; treating others with respect and consideration; accepting responsibility for own actions and follow through with commitments
• Demonstrative ability to be organized and work in a cooperative, team-oriented environment
• Demonstrative ability to use phone system and other office equipment

Requirements

• Demonstrated ability to draft accurate proposals
• Demonstrated ability to follow up with clients regarding proposals
• Demonstrated ability to read and review contracts
• Demonstrated ability to learn and understand technical terms within the company and industry as it relates to proposals
• Demonstrated ability to develop, write and verify work instructions
• Demonstrated ability to be involved in process and end-product improvements
• General knowledge of company policies and procedures
• General knowledge of product and quality commitment
• Thorough knowledge of quality system: policies, procedures, work instructions and how they relate to position description and the company
• Demonstrative ability to use good communication and organizational skills in order to ensure a high CSL (customer service level)
• Demonstrated ability to maintain office areas and equipment

Physical Demands

• Frequent sitting and/or standing for up to hours per day
• Frequent use of hands and fingers to key, hold, handle, pinch, and grasp or feel
• Clarity of vision at approximately