Proposal Specialist

Southwest Fluid Products Inc is a leading provider of water and wastewater treatment solutions, dedicated to excellence in every aspect of our operations. Since 1977 Our commitment to service over time has earned us a reputation for reliability, trustworthiness, and long-term partnerships.

Southwest Fluid Products, Inc. ("SWFP") is seeking a Proposal Specialist to support the Sales team by owning proposal development, coordination, and administration across capital projects, service contracts, and related offerings. This role reports to Head of Sales and plays a key part in improving proposal quality, consistency, and turnaround time while allowing Business Development Managers (BDMs) and Account Managers to stay focused on customers and revenue generation.

The Proposal Specialist is responsible for assembling and tailoring proposals using established templates, coordinating inputs from internal teams, maintaining proposal tracking and reporting within , and supporting sales operations activities. This role does not perform estimating, pricing, technical design, or contract negotiation.

Proposal Development and Coordination

• Prepare proposals using approved SWFP templates and tools.
• Tailor proposal narratives, scopes, and supporting documentation based on opportunity requirements.
• Coordinate proposal inputs with Design, Engineering, and Estimating teams to ensure accuracy and completeness.
• Perform final formatting, quality control, and internal review prior to release to the Sales team.
• Track proposal deadlines and ensure on-time completion.
• Maintain and improve standardized proposal templates and materials.
• Support BDMs and Account Managers by owning proposal-related and administrative tasks.
• Assist with proposals for capital projects, service contracts, maintenance contracts, operations contracts, equipment sales, inspections, and assessments.
• Support service renewals and related sales activities as needed.
• Ensure proposals consistently reflect SWFP’s quality standards and value proposition.

• Maintain proposal tracking, status updates, and reporting within
• Assist with pipeline hygiene by ensuring proposal-related data is accurate and current.
• Provide proposal and sales activity reports to Sales leadership.
• Support follow-ups and reminders related to proposals and sales activities.

• Act as a coordination point between Sales, Design, and Estimating teams for proposal-related activities.
• Ensure clear communication regarding proposal scope, assumptions, and timelines.
• Contribute to continuous improvement of proposal processes and workflows.

• Faster, more consistent proposal turnaround.
• Improved proposal quality and standardization across the Sales team.
• Reduced administrative burden on BDMs and Account Managers.
• Improved proposal visibility and tracking within
• Fewer missed deadlines and more consistent and effective follow-ups.
• More time spent by Sales team members in front of customers.

• 1–3 years of experience in proposal development, sales support, sales operations, or a related role.
• Experience in water/wastewater, construction, engineering, industrial services, or similar industries preferred.
• Strong written communication skills and attention to detail.
• Highly organized with the ability to manage multiple deadlines.
• Demonstrated tenacity and follow-through.
• Experience working with CRM or work management platforms (e.g.,  or similar).
• Bachelor’s degree strongly desired but not required.

• Detail-oriented and execution-focused.
• Motivated by supporting others and contributing to team success.
• Reliable, organized, and accountable.
• Comfortable in a fast-paced, growing environment.
• Aligned with SWFP’s commitment to quality, follow-through, and continuous improvement.

Location: Hybrid role based out of SWFP Headquarters in Weatherford, TX.

Travel: Very occasional travel might be required for customer meetings, job site visits, and industry events (likely no more than 1–2-day trips per month).