Proposals Coordinator
Houston, TX

About $97,000 - $130,000 a year


The proposal coordinator will be responsible for facilitating and mastering the proposal creation process. The proposal coordinator will interface with sales, engineering, project management, and clients to ensure accurate and timely proposals are delivered to the Business Development Managers (BDM’s). The proposal coordinator is expected to provide feedback to all constituents about other alternatives to achieve the customers’ needs. The Proposal Coordinator will also provide general assistance to support the success of the company’s Business Development activities.


§ Ensuring bid/no bid documents are completed prior to the bid/no bid meeting with all required information; tracking information on bid decisions

§ Setting up proposal kickoff meetings, developing the responsibility matrix and proposal schedule as well as tracking action items and due dates for proposal; communicating proactively with proposal contributors on due dates and action item.

§ Working with stakeholders to ensure the win strategy is implemented in the proposal

§ Developing standard sections of the proposal such as cover page, cover letter, executive summary, relevant experience and key personnel. Interact with the Business Development Managers (BDM) and Sales Engineers in developing these sections.

§ Proof-reading and editing of proposal sections written by other contributors to ensure consistent flow of wording and formatting

§ Ensuring proposals receive reviews per current procedures

§ Ensuring final proposal is submitted to the client on time per client requirements

§ Responding to client requests for qualifications; maintaining system of generic responses for qualification documents

§ Supporting BDM’s as needed with presentations, client correspondence, etc. as required

§ Developing new project summaries and maintaining existing summaries in corporate database

§ Assisting Business Development account managers in the use of the corporate client relationship management (CRM) database

§ Responsible for Microsoft CRM updates and changes to support new reporting or business needs

§ Developing reports for internal management describing Business Development activities

§ Conduct sales analysis and provide reporting and tracking of the process

§ Maintain CRM system with all commercial and technical data

§ Potential for interaction with client, partners or subcontractors during the bidding phase

§ Other general support required to ensure the success of the Business Development effort as assigned by management.


§ Minimum 4 years of work experience in the petroleum/gas/petrochemical industry and/or in E&C companies is required

§ Bachelor degree preferred, with preference given to liberal arts or technical majors; however, strongly qualified candidates without a degree will be considered

§ Minimum 3 years solid experience in proposal coordination required; other experience will be considered if it can be shown to be relevant or similar in nature

§ Prior experience or knowledge of the oil and gas industry or with an architectural / engineering / construction services firm is strongly preferred

§ Strong knowledge of Microsoft CRM required. Must be capable of light modifications to system. Must be capable of modifying existing reports and developing new reports.

§ Membership in APMP (Association of Proposal Management Professionals) or similar organization preferred

§ Effective communicator

§ Strong written and oral communication/presentation skills

§ High level of proficiency with Microsoft Office

§ Graphics Design capabilities preferred

§ Understanding of sales processes and metrics

§ Business case and proposal preparation experience

§ Ability to manage multiple complex projects simultaneously

§ Outgoing with a strong willingness to work collaboratively with a wide range of personality types

§ Ability to consistently meet short deadlines and adapt to frequently changing priorities in a fast-paced environment

§ Self-starter with a strong work ethic and a willingness to continually learn


  • This position has no supervisory responsibility

§ Able to work an agreed upon standard schedule and additional hours as job duties demand


§ Must have a current, valid driver's license & passport

§ Able to be insurable under our company's liability insurance policy


Physical demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

Environment and physical effort

§ Able to work in an office environment

§ Able to maintain focus and analyze data

§ Able to sit and use a computer for extended periods of time

§ Able to speak and communicate proficiently

§ Able to climb stairs and lift up to 20 pounds and exert force

§ Able to use hands to grasp objects

§ Able to see clearly judge distance and spatial relationships to distinguish objects as they are

§ Routine physical exertion. Standing walking, climbing for moderate periods

§ Able to use personal protective equipment (PPE)

§ Hazards: Job requires visits to Merichem shop where using PPE (Personal Protection Equipment) is necessary.

OTHER DUTIES: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.