Proposal Coordinator

Overview Of Your Responsibilities

The Proposal Coordinator supports the full opportunity lifecycle — from bid and proposal development through accurate, released sales orders. The role owns timely bid coordination, coordination of all RFP, analysis and synthesis of project scope, and organization of project documents and details. It extends through equipment selection and quote preparation, CRM entry and management, order entry, release and shipment structuring, change order control, and storage and logistics coordination.

Key Responsibilities

• Bid Coordination, RFP, and Quoting
• Coordinate RFP activity and drive timely bid coordination, ensuring on-time submission of deliverables against customer due dates
• Aid with equipment selections and pricing, and prepare quotes for defined scope with inclusions, exclusions, lead times, and terms
• Organize and maintain project documents and details so opportunity history is traceable from bid through order
• CRM Entry and Management
• Own accurate, timely CRM entry for accounts, contacts, projects, opportunities, quotes, and competitors
• Link bid documents, selections, and quotes to CRM records and log activities, win/loss reasons, and competitive intelligence
• Maintain CRM data quality and support pipeline reviews, bid activity reporting, and sales analytics
• Order Entry, Release, and Change Management
• Review customer purchase orders against the approved proposal, resolve discrepancies with Sales, Engineering, and Finance, and create accurate ERP sales orders
• Structure orders into lines and releases, splitting large or multi-phase orders for staged shipments, and maintain dates with Production Planning as schedules shift
• Maintain ship-to addresses and drop-ship requirements, and coordinate storage when units complete ahead of site readiness through to final delivery
• Add service and warranty lines to every applicable order — including startup and commissioning and factory witness testing requirements
• Log and process change orders, assess downstream impacts, confirm approvals, and update orders with a clear audit trail
• Communication and Product Knowledge
• Facilitate communication across teams and channels, internally and externally, including bid strategy discussions covering go/no-go decisions, pricing posture, and scope positioning
• Serve as the point of contact for bid, quote, order, and CRM questions across Sales, Engineering, Project Management, Planning, Production, Service, and Finance, and interface externally with customers, contractors, and reps
• Flag downstream impacts such as schedule changes, holds, storage decisions, and early shipments requiring invoicing adjustments
• Research, synthesize, and maintain summary technical information on XNRGY and competitor product offerings on an ongoing basis, keeping references and templates current for the team

Qualifications

• Associate or Bachelor's degree in Business, Construction Management, Engineering Technology, or a related field — or equivalent experience
• 2+ years in proposal or bid coordination, estimating support, order management, or inside sales support, ideally in industrial equipment, HVAC, or engineered-to-order environments
• Ability to read and interpret project scopes, specifications, drawings, addenda, and construction documents
• Hands-on CRM (Dynamics 365, Salesforce) and ERP (Epicor, SAP, Oracle) experience; proficient in Excel, Word, Outlook, SharePoint, and Teams
• Exceptional organization, attention to detail, and ownership of data accuracy, with proven ability to manage competing bid deadlines
• Proactive communicator who anticipates downstream impacts, with a customer-focused sense of urgency

Why Choose XNRGY?

Be part of a fast-growing company driving innovation and sustainability in the climate solutions industry.