Proposal Coordinator

Position Summary

The Bid Coordinator supports business development and project capture activities during the bid and proposal stage by coordinating communications with customers, suppliers, and internal stakeholders. This role is responsible for supporting pre-award sourcing activities, commercial coordination, quotation follow-up, bid documentation control, and overall proposal execution support.

Following project award, this position shall smoothly transit into a procurement contract administration role or a project management support role, depending on business needs and individual capability. The ideal candidate should have at least 3 years of relevant experience in bid/proposal coordination, procurement, project management, or contract management within the rail industry or similar manufacturing / project-based industries.

Job Responsibilities

• Support bid and proposal activities from RFP/RFQ stage through submission, in coordination with internal departments and external stakeholders.

• Act as a key communication interface with suppliers and internal teams regarding bid-related commercial and procurement matters.

• Coordinate pre-award sourcing activities as part of strategic procurement initiatives, including supplier outreach, quotation requests, quotation tracking, and commercial clarification.

• Communicate bid requirements, schedules, and documentation needs clearly to suppliers and follow up to ensure timely submission of inputs.

• Assist in collecting, organizing, and evaluating supplier quotations, commercial terms, lead times, and risk factors for bid review.

• Support preparation of bid packages by consolidating procurement-related data, supplier inputs, commercial assumptions, and supporting documentation.

• Coordinate with Engineering, Quality, Project Management, and other internal functions to ensure alignment of sourcing strategy, technical requirements, and proposal assumptions.

• Track bid schedules, action items, deliverables, and outstanding issues to support on-time and high-quality bid submission.

• Maintain organized records of supplier communications, bid documents, commercial files, and internal review materials.

• Assist leadership in preparing status updates, bid summaries, sourcing strategies, and key commercial discussion points.

• Participate in contractual and commercial discussions with suppliers when required, including terms and conditions, NDAs, SOWs, lead time commitments, and pricing assumptions.

• Support transition activities from bid stage to project execution stage after contract award.

• Enter and manage relevant data in company systems, including purchasing, sourcing, or project tracking platforms.

Experience / Skill Requirements

• Experience in bid/proposal coordination, procurement, strategic sourcing, contract management, or project management.

• Ability to communicate effectively with suppliers, internal stakeholders, and global teams.

• Strong commercial awareness and ability to coordinate multiple workstreams in a deadline-driven environment.

• Detail-oriented with strong organizational, documentation, and follow-up skills.

• Strong written and verbal communication skills.

• Ability to work under pressure in a fast-paced, cross-functional environment.

• Proficient in Microsoft Office applications, including Excel, Word, PowerPoint, and Outlook.

• Ability to review and understand commercial documents, quotations, technical documents, schedules, BOMs, and related project files.

• Strong problem-solving skills and ability to escalate issues appropriately.

Job Requirements

• Minimum 3 years of relevant experience in procurement, project management, contract management, bid coordination, or related functions.

• Experience in the rail industry preferred, or in similar manufacturing / engineer-to-order / project-based industries.

• Understanding of supplier coordination, commercial documentation, and project execution processes.

• Ability to manage multiple priorities and maintain schedule discipline during critical bid periods.

• Must be currently authorized to work for any employer in the United States other than practical training.

• Hands-on experience working with cross-functional teams and external business partners preferred.