Proposal Coordinator
We are seeking an experienced and commercially minded Proposal Coordinator to join our growing team.
This role sits at the heart of our business development function, responsible for managing the end-to-end tendering process across the Americas business unit, maintaining CRM system accuracy, and providing vital commercial coordination across all bids.
KEY RESPONSIBILITIES
Tendering and Proposals
Lead the compilation, coordination, and submission of high-quality proposals, tenders, and RFQ responses across the Americas business unit
Manage the full bid lifecycle from receipt of inquiry through to submission, ensuring deadlines are met without exception
Work with technical, operational, and commercial teams to gather content, pricing, and supporting documentation
Maintain a library of standard proposal content, case studies, and CVs, updating regularly to reflect current capabilities
Review tender documents thoroughly to identify key requirements, risks, and commercial considerations
Customer and Deadline Management
Collaborating with Business Development during the bid process
Proactively track and manage bid calendars, ensuring all internal stakeholders are aligned on submission timelines
Coordinate and respond to customer clarification requests in a timely and professional manner
Commercial Support
Work closely with the CCO to prepare and manage commercial clarification logs, ensuring accurate records throughout the bid process
Support commercial negotiations by preparing summaries, comparison matrices, and relevant documentation
Assist in the review of contractual terms and highlight commercial risks to the CCO for review and action
Salesforce and CRM Management
Maintain and update Salesforce CRM with accurate pipeline data, opportunity statuses, bid outcomes, and customer interactions
Generate regular pipeline and activity reports from Salesforce
Champion data quality within Salesforce, ensuring all tendering activity is accurately logged and reported
SKILLS AND EXPERIENCE
Essential
3-5 years of experience in a tendering, proposals, or commercial coordination role, ideally within energy services, engineering, or industrial services
Demonstrable experience managing multiple concurrent bids with competing deadlines
Proficiency in Salesforce or a similar CRM platform, with experience in pipeline management and reporting
Strong written communication skills with the ability to produce clear, compelling, and professionally formatted proposal documents
High level of organization, attention to detail, and ability to work under pressure in a fast-paced environment
Competence with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
Preferred Experience
Experience working within the utility industry or broader renewables sector is highly advantageous
Familiarity with energy services terminology, including O&M, EPC, and asset management contracts
Exposure to commercial contract review and an understanding of key contractual risk areas
Location preference Texas with Houston, DFW, and Austin locations. This is a remote position with limited travel for team meetings in either Houston or Fort Worth, quarterly or as needed.
This job description should not be regarded as exclusive or exhaustive. There may be a requirement to carry out other duties that the company believes you are capable of.
Company Overview
KVP Energy Services is a fast-growing energy services company operating across the full lifecycle of energy assets — from construction and maintenance to inspection and decommissioning. With a national footprint and teams working on major projects across multiple regions, we bring scale, technical capability and decades of industry experience to every job. Our reputation is built on disciplined delivery and an uncompromising approach to safety. For our people, that means working in a business that operates with clarity, competence, and a commitment to doing things right, every time.
This role sits at the heart of our business development function, responsible for managing the end-to-end tendering process across the Americas business unit, maintaining CRM system accuracy, and providing vital commercial coordination across all bids.
KEY RESPONSIBILITIES
Tendering and Proposals
Lead the compilation, coordination, and submission of high-quality proposals, tenders, and RFQ responses across the Americas business unit
Manage the full bid lifecycle from receipt of inquiry through to submission, ensuring deadlines are met without exception
Work with technical, operational, and commercial teams to gather content, pricing, and supporting documentation
Maintain a library of standard proposal content, case studies, and CVs, updating regularly to reflect current capabilities
Review tender documents thoroughly to identify key requirements, risks, and commercial considerations
Customer and Deadline Management
Collaborating with Business Development during the bid process
Proactively track and manage bid calendars, ensuring all internal stakeholders are aligned on submission timelines
Coordinate and respond to customer clarification requests in a timely and professional manner
Commercial Support
Work closely with the CCO to prepare and manage commercial clarification logs, ensuring accurate records throughout the bid process
Support commercial negotiations by preparing summaries, comparison matrices, and relevant documentation
Assist in the review of contractual terms and highlight commercial risks to the CCO for review and action
Salesforce and CRM Management
Maintain and update Salesforce CRM with accurate pipeline data, opportunity statuses, bid outcomes, and customer interactions
Generate regular pipeline and activity reports from Salesforce
Champion data quality within Salesforce, ensuring all tendering activity is accurately logged and reported
SKILLS AND EXPERIENCE
Essential
3-5 years of experience in a tendering, proposals, or commercial coordination role, ideally within energy services, engineering, or industrial services
Demonstrable experience managing multiple concurrent bids with competing deadlines
Proficiency in Salesforce or a similar CRM platform, with experience in pipeline management and reporting
Strong written communication skills with the ability to produce clear, compelling, and professionally formatted proposal documents
High level of organization, attention to detail, and ability to work under pressure in a fast-paced environment
Competence with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
Preferred Experience
Experience working within the utility industry or broader renewables sector is highly advantageous
Familiarity with energy services terminology, including O&M, EPC, and asset management contracts
Exposure to commercial contract review and an understanding of key contractual risk areas
Location preference Texas with Houston, DFW, and Austin locations. This is a remote position with limited travel for team meetings in either Houston or Fort Worth, quarterly or as needed.
This job description should not be regarded as exclusive or exhaustive. There may be a requirement to carry out other duties that the company believes you are capable of.
Company Overview
KVP Energy Services is a fast-growing energy services company operating across the full lifecycle of energy assets — from construction and maintenance to inspection and decommissioning. With a national footprint and teams working on major projects across multiple regions, we bring scale, technical capability and decades of industry experience to every job. Our reputation is built on disciplined delivery and an uncompromising approach to safety. For our people, that means working in a business that operates with clarity, competence, and a commitment to doing things right, every time.