Project Support Coordinator

To work within the Sales and Estimating process and function to support various aspects of the proposal development effort including, but not limited to, managing and collating bid packages, the electronic storage and security of proposals and proposal data inputs, creating outlines and task lists, proofreading and/or preparing draft and final proposal editions incorporating feedback as necessary, calculates estimates from manpower/material/equipment breakdowns, tracking completion of assignments, maintain and ensure accuracy of Job Board(s), in conjunction with marketing improving/refining the proposal template, assisting with pipeline/forecast maintenance, reporting, and administration in the CRM tool, client interaction and proposal follow-up per established touchpoint procedure, updating supplier registration, support the change order process and procedure.

Also responsible for client contract review and editing per established company policies and criteria. This position is responsible for handling financial information and must ensure its confidentiality.

Coordinate meetings and manage timelines to support RFQ/Bid/Proposal Opportunities. Gather, disseminate, and organize data inputs to aid proposal development efforts. Responsible for calculating estimates from manpower/material/equipment breakdowns provided by operations for new and previously bid projects as part of the proposal development process. Draft and edit client and project proposals as assigned. Ensures proposals are submitted by deadlines provided.

Interface with clients to request information, ensure receipt of submittals, schedule Q&A meetings and act as conduit between sales and operations with the client.

Track proposal development progress, identifying potential issues or delays and reporting these to the Sales Project Manager while updating CRM with real-time, accurate information.

Learn and understands client needs, RFQ requirements and relevant scope activities as it relates to the niche within which company operates. Works with Sales, Operations, Procurement, and Project Management to ensure accuracy of scope, clarifications, assumptions and exceptions incorporated into proposals.

Acts initial POC with local union representatives to acquire project specific data required to submit an accurate and timely proposal to clients. Communicates union hall information to appropriate departments to ensure accurate data is utilized in the proposal process, includes but not limited to location specific benefits, scale details, holiday details, etc. Requests updated information throughout proposal and project lifecycle as needed.

Manages and updates client/third party supplier registration information as needed.

Creates and maintains bid packets, assigns project numbers, prints and or forwards all information to the appropriate people according to the Bid Packet Flow Chart. Keeps an updated file both in the computer and a physical file with any hard copies of information or pictures that are needed. This position is responsible for reviewing and understanding the proposal instructions. Works with the appropriate internal resources in order to collect needed information and data to accurately create and send bids out in a timely fashion.

Schedules Job Award meetings for all team members. Acts as backup to lead and present Job Award meeting information to team members.

Ensures that appropriate change orders are drafted, reviewed, and submitted in a timely manner. Collaborates with Estimating and Project…