Proposals Coordinator Administrator

About Us

Proserv is a global controls technology company with a heritage stretching back more than 60 years. We provide industry-leading solutions to improve the reliability, optimise the performance and extend the life of critical infrastructure across the energy sector.

Our team not only has the talent and technological expertise to deliver these transformative goals, but day-to-day, we hold to a clear set of FRESH Proserv values that underpins everything we do around the world.

So, if you believe you not only have the skills and know-how needed for this role, and you are a team player; keen to do things the right way; possess an inquisitive and creative mind; prioritise giving top-quality service and you enjoy helping and collaborating with colleagues or clients – then we really want to hear from you.

What We Are Looking For

Some of the Key Accountabilities:

• Manage processing of live quotations and maintain associated records.
• Support Proposal Engineers by responding promptly to all administrative and coordination queries.
• Coordinate and complete customer vendor questionnaires and registration forms globally.
• Manage and maintain vendor portals on behalf of the proposals team.
• Raise opportunities (CRM) and quote numbers in ERP (D365) and initiate templates via the proposals creation portal (Xait Porter).
• Raise ERP (D365) project numbers for won quotations and coordinate the administrative handover process to ensure a smooth project transition.
• Organize and maintain SharePoint libraries and ensure all proposal-related documentation is accurately stored and easily accessible.
• Liaise with internal teams (e.g., Finance, Legal, QHSE) to compile and coordinate non-technical proposal content such as financial information, terms & conditions reviews and compliance documentation.
• Provide guidance and support on global proposals processes to ensure consistent and standardized practices across all regions.
• Maintain accurate documentation of correspondence, agreements and records in alignment with internal requirements.
• Prioritize workload effectively in response to changing demands and deadlines.
• Demonstrate initiative, attention to detail and a proactive approach to responsibilities.
• Show ability in working independently and collaboratively with globally distributed teams.
  
  

Qualifications / Skills & Experience

• 3+ years of proven experience in a similar administrative or coordination role.
• Proficient in Microsoft Excel and Word.
• Excellent interpersonal, organizational and prioritization skills.
• Bachelor’s degree with any discipline or equivalent.
  
  

Why Choose Us

We offer a competitive starting salary with an opportunity to advance, which will be dependent on competency starting level.