Proposal Coordinator

About Us

Proserv is a global controls technology company with a heritage stretching back more than 60 years. We provide industry-leading solutions to improve the reliability, optimise the performance and extend the life of critical infrastructure across the energy sector.

Our team not only has the talent and technological expertise to deliver these transformative goals, but day-to-day, we hold to a clear set of FRESH Proserv values that underpins everything we do around the world.

So, if you believe you not only have the skills and know-how needed for this role, and you are a team player; keen to do things the right way; possess an inquisitive and creative mind; prioritise giving top-quality service and you enjoy helping and collaborating with colleagues or clients – then we really want to hear from you. 

What You Need to Know

Join our Global Proposals Team and play a vital role in driving smooth, efficient proposal operations across 13 international facilities.

As a Proposals Coordinator , you’ll be at the heart of our commercial process ensuring every proposal runs seamlessly from initial documentation through to project handover.

You’ll manage a variety of administrative and coordination tasks , supporting Proposal Engineers and global stakeholders alike. From maintaining compliance and quality control to guiding best practices, your work will help ensure our proposals are consistent, accurate, and globally aligned

  What We Are Looking For

• 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.

Essential:

• 3+ years of proven experience in an 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.

Why Choose Us

We offer a competitive starting salary with clear opportunities for growth and progression based on your experience, skills, and impact.

You’ll be part of a collaborative, globally connected team where initiative and excellence are recognised and rewarded.