RFQ Coordinator

RFQ Coordinator Job Description: Daily tasks, Roles, Duties and Responsibilities

The role of the RFQ Coordinator is to ensure the accurate tracking and management of all Requests for Quotation (RFQs) and Requests for Proposals (RFPs) at MW Industrial Services. This position is essential for maintaining compliance with bidding and procurement requirements, ensuring accurate data documentation, and optimizing workflow efficiency. The RFQ Coordinator plays a key role in supporting estimators, procurement teams, and project managers to ensure all RFQ data is efficiently recorded and reported.

The roles and responsibilities of the RFQ Coordinator include but are not limited to the following:

RFQ Coordinator Responsibilities

RFQ Tracking & Documentation:

• Receive, review, and log all incoming Requests for Quotations (RFQs) and Requests for Proposals (RFPs).

• Maintain an organized system for tracking RFQs from receipt to completion.

• Ensure RFQ details, deadlines, and requirements are documented and communicated accurately.

• Maintain compliance with company and client documentation standards for RFQ processing.

• Organize RFQ-related documentation for audit purposes and client reporting.

Project Coordination & Communication:

• Act as the primary liaison between estimators, project managers, and clients regarding RFQs and RFPs.

• Facilitate timely communication regarding RFQ requirements, deadlines, and submission status.

• Coordinate with procurement, estimating, and project teams to ensure accurate data compilation.

• Provide updates and reports to stakeholders on RFQ progress and final decision outcomes.

Compliance & Quality Control:

• Monitor and enforce compliance with company policies and procedures regarding RFQ processing.

• Ensure RFQs are processed in a timely manner and meet contractual and regulatory requirements.

• Assist in identifying and resolving discrepancies in RFQ documentation.

• Maintain accurate records to support bid validation and contract negotiations.

Reporting & Data Management:

• Maintain up-to-date and accurate records of RFQ submissions, bid statuses, and awarded projects.

• Generate detailed reports summarizing RFQ timelines, bid win rates, and pricing trends.

• Ensure data integrity and consistency across all RFQ tracking and documentation systems.

• Provide regular updates to the estimating and project management teams regarding RFQ status and outcomes.

Responsibilities by Function

Organizational Effectiveness:

• Improve the efficiency of RFQ tracking and documentation to enhance bid response times.

• Ensure seamless collaboration across departments to streamline RFQ handling and decision-making.

• Maintain standardized RFQ processing procedures that align with industry best practices.

• Support the development of optimized workflows for bid tracking, review, and approvals.

• Enhance data accuracy and accessibility to facilitate quick decision-making for management.

Organizational Leadership:

• Exemplify MW Industrial Services “Top 10 Qualities”

• Support leadership in implementing best practices for RFQ tracking and proposal coordination.

• Serve as a key point of contact for RFQ management and communication within the company.

• Encourage continuous improvement initiatives to enhance efficiency in RFQ processing.

Risk Management:

• Identify potential risks in RFQ tracking and processing, ensuring all discrepancies are addressed promptly.

• Ensure compliance with industry regulations and company policies regarding RFQ and RFP handling.

• Maintain accurate documentation to minimize risks related to bid tracking and contract negotiations.

• Work proactively with estimator and project manager to mitigate risks associated with incorrect data.

Qualifications:

• Commitment to excellence

• Experience in RFQ tracking, bid coordination, or administrative support in an industrial or construction setting.

• Strong attention to detail and accuracy in data entry and record-keeping.

• Strong problem-solving skills and ability to work independently in a fast-paced, community environment.

• Excellent computer skills and proficient in excel, word.

• Effective communication and collaboration skills for working with multiple teams and management.

• Understanding of industrial construction bidding and procurement processes is a plus.

• Excellent interpersonal skills and a collaborative work style.

• A demonstrated commitment to high professional ethical standards and a diverse workplace.

Authorities:

The following are principal authorities granted to the Operations Manager:

Act as the primary liaison for RFQ tracking between estimating, procurement, and project management teams. Ensure all RFQ project records comply with contractual and regulatory requirements.

Reports To:

Operations Manager or designated project lead at MW Industrial Services.