Proposal Coordinator II

TAIT; Dubai Emirate; On-site; AED 201,000 - 312,000; Full time

Job summary

TAIT is seeking a Proposal Coordinator II to support proposals across venue staging, attractions, and immersive projects in a multi-functional team. You will translate client requirements into clear responses and coordinate timelines, deliverables, and contributors to ensure accurate, complete proposals.

You will review RFPs, develop schedules, and manage internal reviews while maintaining organized proposal content and identifying risks or open items for escalation. Travel may be required.

Qualifications

• Bachelor's degree preferred or equivalent combination of education and relevant experience.
• 1–3 years of proposal, project coordination, or related experience.
• Experience coordinating projects or workstreams independently.
• Ability to manage timelines, deliverables, and multiple priorities.
• Strong written and verbal communication skills.
• Familiarity with MS Office and project-management tools.

Responsibilities

• Independently coordinate and, where appropriate, own lower-complexity proposals from kickoff through submission.
• Review RFPs, scopes of work, tender packages, and client materials to identify requirements and deliverables.
• Develop and maintain proposal schedules and execution plans for assigned proposals and projects.
• Coordinate preparation of proposal documents, presentations, and supporting materials.
• Track proposal deliverables, risks, assumptions, and outstanding decisions.
• Coordinate internal reviews and ensure proposal materials are complete and ready for submission.
• Identify routine issues and resolve them independently; escalate complex issues when needed.
• Lead routine proposal check-ins and coordinate contributors across functions.
• Maintain clear communication regarding timelines, responsibilities, and outstanding deliverables.
• Build relationships with technical and creative teams, PM, AM, and leadership.
• Help facilitate alignment when contributors have competing priorities or deadlines.
• Maintain and improve proposal assets, templates, and reusable content.
• Ensure proposal documentation is organized and accessible.
• Maintain accurate opportunity and proposal information in systems.
• Identify opportunities to improve coordination, documentation, or workflows.

Skills

Proposal coordination

Project coordination

Communication skills

Education

Bachelor's degree or equivalent

Tools

Microsoft Word

Microsoft PowerPoint

Microsoft Excel

Microsoft Project or scheduling tools

Job description

TAIT partners with artists, brands, IP holders and place makers to bring culture-defining, never-before-seen experiences to life.With a legacy of innovation spanning over 45 years, TAIT has grown from pioneering in rock ‘n’ roll concert staging to setting the global standard for extraordinary live events and experiences through cutting-edge technology, precision engineering, and creative design. TAIT’s 20 global offices have developed iconic productions and experiences in over 30 countries, all seven continents, and even outer space for renowned performers, theme parks, exhibits, and venues across the globe, including partnerships with Taylor Swift, Cirque Du Soleil, Royal Opera House, Nike, NASA, Bloomberg, Google, Beyoncé, and The Olympics

Position Purpose

The Proposal Coordinator II supports proposals for TAIT's work spanning venue-based staging and automation, attractions, immersive environments, brand activations, and other experience-related projects. By coordinating proposal activities from kickoff through submission, this role helps translate client requirements into a clear, complete, and accurate response that reflects the knowledge of the cross-functional team.

This role coordinates timelines, deliverables, meetings, and contributors so that proposal work stays organized and on track. The Proposal Coordinator II reviews RFPs, scopes of work, and other client materials to help identify requirements, track open items, and keep the response aligned with the requested scope.

By creating reliable structure around the proposal, this role helps cross-functional subject-matter experts apply their project knowledge and ideas to the response. Their input fuels the proposal's approach and content, while the Proposal Coordinator II helps ensure it is organized, complete, and responsive to the client.

The Proposal Coordinator II is expected to manage assigned proposals and proposal activities with sound judgment, consistent follow-through, and timely escalation of questions or risks.

Proposal Management

• Independently coordinate and, where appropriate, own lower-complexity proposals from kickoff through submission.
• Review RFPs, scopes of work, tender packages, and other client materials to identify requirements and deliverables.
• Develop and maintain proposal schedules and execution plans for assigned proposals and projects.
• Coordinate preparation of proposal documents, presentations, and supporting materials.
• Track proposal deliverables, risks, assumptions, and outstanding decisions.
• Coordinate internal reviews and ensure proposal materials are complete and ready for submission.
• Identify routine issues and resolve them independently where appropriate; escalate more complex issues when needed.

Cross-functional Team Collaboration

• Lead routine proposal check-ins and coordinate contributors across functions.
• Maintain clear communication regarding timelines, responsibilities, and outstanding deliverables.
• Build effective working relationships with technical and creative teams, Project Management, Account Management, and leadership.
• Help facilitate alignment when contributors have competing priorities or deadlines.

Asset Management and Reporting

• Maintain and improve proposal assets, templates, and reusable content.
• Ensure proposal documentation is organized and accessible.
• Maintain accurate opportunity and proposal information within applicable systems.
• Identify opportunities to improve coordination, documentation, or proposal workflows.

Minimum Qualifications

• Bachelor's degree preferred or equivalent combination of education and relevant experience.
• 1–3 years of relevant proposal, project coordination, project management, or related experience.
• Experience independently coordinating projects or workstreams.
• Demonstrated ability to manage timelines, deliverables, and multiple priorities.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office, particularly Word, PowerPoint, and Excel.
• Familiarity with project-management and CRM tools, including Microsoft Project or comparable project-scheduling tools.
• Strong attention to detail and follow-through.
• Ability to work effectively across functions and geographic locations.
• Fluency in Arabic is preferred and would be considered an asset in this role.

Working Conditions and Physical Effort

Must be able to travel (internationally and regionally) periodically. As such, a local passport, or the ability to obtain a passport, is required.

TAIT is an equal opportunity employer fully committed to diversity and inclusion in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran or any other protected characteristic as outlined by international, national, state, or local laws.