Proposal Coordinator

About PM Group

PM Group is an international engineering, architecture, project, and construction management firm operating across Europe, Asia, and the US. The firm specializes in delivering complex capital projects within sectors such as life sciences, food and beverages, mission critical operations, and advanced manufacturing. Being fully employee owned, PM Group fosters a collaborative culture focused on collective success.

Role Summary

We are looking for a detail-focused and proactive Proposal Coordinator based in Singapore to assist in managing business development, marketing, and proposal activities. This role involves coordinating multiple tasks across departments to ensure seamless communication, efficient workflows, and top-quality outputs.

Key Responsibilities

• Handle the complete tender, RFP, and expression of interest process, ensuring all submissions are timely and well-prepared.
• Collaborate with internal technical and project teams to compile proposal content and client presentation materials.
• Maintain a centralized calendar for tenders and deadlines, monitoring timely document delivery.
• Update and organize pre-qualification documents, company profiles, and capability statements for easy submission readiness.
• Manage post-bid activities such as debriefings, win/loss analysis, and documenting lessons learned.
• Communicate with clients and procurement teams to resolve clarifications and bid-related questions during pre-bid stages.
• Administer the CRM system, ensuring accurate data and tracking client interactions and opportunities.
• Remind Key Account Managers of upcoming client meetings and follow-ups, and generate reports and dashboards on client engagement metrics.
• Organize logistics for client events, site visits, and hospitality arrangements.
• Create and maintain marketing materials, including brochures, presentations, and capability statements, and manage the company’s digital presence on platforms such as LinkedIn.
• Assist with event participation and coordination of industry conferences and networking sessions.
• Support client relationship management by preparing meeting materials and maintaining records of client preferences and interactions.
• Maintain an organized archive of proposal and client documentation, prepare management reports tracking pipeline status, and support budget monitoring.
• Coordinate internal meetings by setting agendas and documenting minutes.

Qualifications and Skills

• Advanced proficiency in Microsoft 365 applications including Word, Excel, PowerPoint, and Copilot.
• Excellent organizational skills with the ability to juggle various priorities and meet deadlines without compromising quality.
• Strong attention to detail, particularly in proofreading and vetting proposals and documentation.
• Enthusiastic willingness to perform administrative support tasks and embrace day-to-day operational duties.
• Self-motivated with an eagerness to learn, adapt, and take initiative in a dynamic, fast-paced environment.
• Excellent communication skills and a collaborative mindset to engage effectively across teams and management levels.
• Interest or experience in the engineering, construction, or professional services fields is considered an asset.