What are the responsibilities and job description for the Proposal Coordinator position at Jones Sign Co., Inc.?
This Sales Proposal Coordinator (1) position is an office-based role located out of our De Pere, WI facility.
Job Summary:
The focus of this role is to support the sales team via the coordination and administration of sales-related activities to complete requests for proposals.
A Proposal Coordinator must be able to work in an extremely fast-paced environment and engage with multiple projects and tasks simultaneously. Accuracy and attention to details are essential.
The Proposal Coordinator works very closely with various internal resources such as Sales, Project Management, Marketing, Estimating, Design, and others while delegating associated tasks to meet deadlines.
Duties and Expectations:
- Supports sales executives in each aspect of the sales process from RFP (Request for Proposal) through contract and handoff to the Project Management team.
- Coordinate and maintain physical files for remote teammates, submittals, and management approvals.
- Reviews, documents, and updates internal teams of new information for bid changes.
- Meets with assigned sales executives and Directors, attend customer conference calls as required to understand the scope of work and sales strategy.
- Prepares responses to pre-qualification requests as well as updating, organizing and adding information related to all facets of the business to the central database, as required, to be used by all Jones staff for marketing and future pre-qualifications.
- Reviews, organizes, and processes RFP documents within the required timelines and works with internal departments to obtain all necessary assets to accurately complete required proposal submissions on time.
- Review contacts and facilitates contract execution.
- Documents and calculates final pricing sheets based on management approvals and direction.
- Generates professional proposal documents including cover pages, form letters, bid forms, references, project profiles, etc. to create professional bid packet to be submitted per RFP guidelines.
- Manages and performs project handoffs from Sales to Project Management.
- Understand and apply company branding and marketing material correctly as it relates to each proposal request.
- Ensures that all company processes are correctly executed from start to finish.
- Maintains meticulous document files, correspondence, and databases.
Education, Experience, and Skills:
- Associate degree in a related field, such as business administration, marketing, paralegal, etc. is desired.
- Bachelor’s degree in one of these fields a plus.
- 2-5 years’ experience in an administrative sales or project management role requiring a high level of detail and follow-up, preferably within the signage industry.
- The ideal candidate will possess strong time management, prioritization, analytical, research, mathematics, assertiveness, and accountability skills.
- Ability to comprehend numerical and mathematical information, measurements, etc.
- Ability to analyze information, track history, changes, and documented strategies.
- Ability to communicate professionally, verbally and written, at all levels of an organization.
- Strong computer navigation and typing skills along with the ability to learn and navigate new software.
- Experience with but not limited to Excel, Word, Adobe Acrobat, SharePoint, and Salesforce.
- Demonstrated the ability in managing multiple tasks while meeting assigned deadlines.
- Demonstrated ability to foster strong working relationships and work within a team; demonstrates leadership within a heavily matrixed environment.
- Exposure to sales, marketing, legal or any combination thereof is desired.
Work Schedule:
The work schedule for this role is Monday through Friday 8:00 AM to 5:00 PM with occasional overtime requirements to meet client’s and company business needs.
We are a leading sign company in the U.S. and provide an attractive benefits package:
- Health & Wellbeing Benefits
- Paid Time Off
- 401(k) Plan with Company Match
- Leading Edge Tools & Technology
- YMCA Health & Fitness Membership
- Education & Advancement Opportunities
- Incentive Programs
- Charitable Contributions Match
- Paid Parental Leave
- And More!
Jones Sign Company is an equal opportunity employer with a diverse workplace that promotes a culture of trust, respect, and transparent communication.
