Role Synopsis

As part of the Global Proposals Team, the Proposals Coordinator supports commercial and proposals operations across 13 international facilities. This role is key in ensuring seamless proposal processes, from the initiation of vendor/customer documentation to project handover.

The Coordinator will manage a wide range of administrative and coordination tasks related to proposal development and support Proposal Engineers. The role involves handling customer registration forms, ensuring the quality of proposal content, maintaining compliance with internal processes and advising global stakeholders on proposals best practices.

• Manage processing of live quotations and maintain associated records.
• Support Proposal Engineers by responding promptly to all administrative and coordination queries.
• Coordinate and complete customer vendor questionnaires and registration forms globally.
• Manage and maintain vendor portals on behalf of the proposals team.
• Raise quote numbers in ERP (D365) and initiate templates via the proposals creation portal (Xait Porter).
• Raise ERP (D365) project numbers for won quotations and coordinate the administrative handover process to ensure a smooth project transition.
• Organise and maintain SharePoint libraries and ensure all proposal-related documentation is accurately stored and easily accessible.
• Liaise with internal teams (e.g., Finance, Legal, QHSE) to compile and coordinate non-technical proposal content such as financial information, terms & conditions reviews and compliance documentation.
• Provide guidance and support on global proposals processes to ensure consistent and standardised practices across all regions.
• Maintain accurate documentation of correspondence, agreements and records in alignment with internal requirements.
• Prioritise workload effectively in response to changing demands and deadlines.
• Demonstrate initiative, attention to detail and a proactive approach to responsibilities.
• Show ability in working independently and collaboratively with globally distributed teams

Compliance Requirements

Proserv have a Business Ethics Policy (‘the policy’) which provides guidance to all employees in their day to day roles as well as helping you and the business comply with the law at all times. The incumbent must read, understand and comply with, at all times, the policy along with all other corresponding policies, procedures and directives.

QHSE Responsibilities

• Demonstrate a personal commitment to Quality, Health, Safety and the Environment
• Apply Proserv, and where appropriate Client Company’s, Quality, Health, Safety & Environment Policies and Safety Management Systems
• Promote a culture of continuous improvement, and lead by example to ensure company goals are achieved and exceeded

Qualifications

Essential:

• 3+ years of proven experience in a similar administrative or coordination role.

• Proficient in Microsoft Excel, Word and SharePoint.

• Excellent interpersonal, organizational and prioritisation skills.

Preferred:

• Familiarity with Dynamics 365 or other ERP/CRM platforms.

• Understanding of industrial bidding and procurement processes.

• Experience working in a globally distributed or cross-functional team.