Position Summary:
The Proposal Coordinator organizes and assists the preparation, planning, implementation, tracking and completion of proposals sent to clients.
Job Duties/Responsibilities:
Sales Support and Client Communication
- Generating new leads
- Following up on proposals submitted
- Meet weekly with sales department to discuss department activities and status of projects
- Following Up on proposals sent
- Call and gather information when bids are lost to others
- Determine why bids are lost and report to Sales Department Manager
- Educate clients as to our industry standards and our company’s standards
- Call and discuss with clients all information regarding projects and bids sent
- Responding to both internal and external emails within 24 hours
Proposal Creation and Technical Development
- Tracking due dates for bids due
- Update on status of proposals sent and currently working on
- Generate Takeoffs for bids using blueprints/drawings
- Preparing proposals on ProEst and submit to clients
- Gather bids from vendors as required in order to formulate proposal
Data Management and Operational Support
- Organizing leads gathered
- Organizing priorities for projects
- Update Sales Department Manager with changes to bidding software
- Call and request documents, site plans/roof plans prior to bid walks or site visits
- When requested, provide Initial Site Visits for determining requirements for a bid
- Scan in Site Visit information, notes, pictures, and any other information collected to computer
- Additional tasks as requested by Sales Department Manager
Other Duties
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.
Education and Experience
- 0-2 years of professional office experience (entry-level is acceptable), demonstrating strong administrative, organizational, or customer service skills.
- Proven aptitude for quickly learning new technical software systems, and proficiency in the Microsoft Office Suite (Outlook, Excel, and Word).
- Ability to read and interpret construction blueprints, plans, and technical specifications for the purpose of generating takeoffs.
- Prior exposure to or strong interest in Customer Relationship Management (CRM) systems and specialized estimating/bidding software (e.g., ProEst, Bluebeam, or similar tools) for proposal preparation and data management is a plus.
Skills and Abilities
- Strong aptitude for organizing leads, tracking multiple deadlines, and effectively prioritizing tasks to ensure timely and accurate proposal submission.
- Ability to read and interpret construction blueprints/plans for generating takeoffs, coupled with the proven ability to quickly learn and utilize specialized bidding software (e.g., ProEst, Bluebeam).
- Confident communication skills for interfacing with clients and vendors, and a commitment to responding to all inquiries within a 24-hour window.
- High attention to detail required for proposal preparation, accurate data entry, and performing basic win/loss analysis to report findings to management.
Physical Requirements
- The ability to frequently sit for extended periods while performing computer-based estimating, proposal preparation, and documentation.
- The ability to occasionally travel to project sites for Initial Site Visits, which may require walking, climbing stairs or ladders, or navigating construction environments.
- Must be able to visually inspect project documents, site plans, and collect site visit information.
- Must be able to operate standard office equipment such as a computer, phone, and printer/scanner.
Qualification Requirements
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work Schedule and Location
Monday through Friday 7:00 AM to 3:30 PM or as business needs dictate. This position is fully in office, no remote work available.
Job Type: Full-time
Pay: $23.00 - $27.00 per hour
Application Question(s):
- This role is a fully in-office position that requires occasional travel to construction project sites for initial visits, which may involve navigating active construction environments, climbing stairs or ladders, and walking project sites. Are you able to perform these essential job functions with or without a reasonable accommodation?
- This position requires proficiency in Microsoft Office (Outlook, Excel, Word) and the ability to quickly learn specialized construction software like ProEst or Bluebeam. Please rate your comfort level with these tools and describe any experience you have with similar technical or estimation software.
Experience:
- Blueprint reading or interpretation: 1 year (Required)
Ability to Commute:
- Concord, CA 94520 (Required)
Work Location: In person
