Proposal Coordinator

PM ASIA PROJECT SERVICES PTE. LTD.; Singapore; On-site; SGD 53,568 - 80,352; Full time

Benefits offered by this job

Mentorship

Project exposure

Collaborative team

Employee-owned firm

Job summary

PM Group’s Singapore operations seeks a proactive Proposal Coordinator to support business development, marketing and proposal activities, ensuring high-quality deliverables and streamlined processes. You will manage end-to-end tender, proposal, and RFP submissions, maintain a central calendar, oversee CRM data, develop marketing collateral, and support client meetings in a fast-paced professional environment.

Fresh graduates are welcome to apply.

Qualifications

• Fresh graduates welcome; 1–2 years internship/experience advantageous.
• Proficient in Microsoft 365 (Word, Excel, PowerPoint).
• Organised, detail-oriented with strong proofreading and QA of proposals and documents.
• Able to manage multiple tasks and deadlines in a fast-paced environment.

Responsibilities

• Coordinate end-to-end tender, proposal, and RFP submissions.
• Liaise with internal stakeholders to gather inputs and manage calendars.
• Maintain centralized tender calendar and bid documents.
• Own CRM tracking, client visits, and pipeline reporting.
• Develop marketing collateral and manage digital presence.
• Support client meetings, agendas, and post-meeting summaries.
• Prepare weekly/monthly activity and budget reports.

Skills

Microsoft 365 proficiency

Organised & detail-oriented

Proposal proofreading

Initiative & proactive

Team player

Interest in engineering sector

Education

Fresh graduates welcome; 1–2 years internship/experience advantageous

Tools

Microsoft 365

Job description

JOB OVERVIEW

We are seeking a proactive and detail-oriented Proposal Coordinator to support PM Group’s operations in Singapore. The role will serve as a key liaison for the Singapore team, coordinating business development, marketing, and proposal activities while ensuring effective communication, streamlined processes, and high-quality deliverables.

This role requires excellent organizational skills, strong attention to detail, and the ability to manage multiple priorities across administrative, marketing, and business development functions.

KEY RESPONSIBILITIES

1.Tender, Proposal & RFP Management

• Coordinate and manage the end-to-end lifecycle of tenders, Requests for Proposal (RFPs), and expression of interest (EOI) submissions.
• Coordinate internal stakeholders across technical and project teams to gather inputs for proposals and client presentations.
• Maintain a centralised tender calendar, track submission deadlines, and ensure timely delivery of all bid documents.
• Manage pre-qualification documents, company profiles, and capability statements, keeping them updated and submission-ready.
• Coordinate post-bid activities including debrief sessions, win/loss analysis, and lessons-learned documentation.
• Liaise with clients and procurement teams on clarifications and bid queries during the pre-bidding phase.

2.CRM Management & Tracking

• Own and maintain the company's Customer Relationship Management (CRM) system, ensuring data integrity, completeness, and regular updates.
• Track planned and completed client visits, proactively reminding Key Account Managers (KAMs) of upcoming engagements and follow-up actions.
• Monitor and report on the status of client interactions, opportunities, and pipeline progress.
• Generate regular CRM reports and dashboards for management review, highlighting key metrics such as win rates, active opportunities, and client engagement frequency.
• Coordinate logistics for client meetings, site visits, and hospitality events as required.

3.Marketing & Brand Management

• Develop and maintain marketing collateral including company brochures, project profiles, capability statements, and presentations.
• Manage the company's digital presence, including LinkedIn, and other relevant platforms.
• Coordinate the planning and participation in industry events, conferences, and networking forums.
• Assist in drafting client communications, newsletters, and targeted outreach campaigns.

4.Client & Stakeholder Relationship Support

• Support Key Account Managers in preparing meeting agendas, briefing packs, and post-meeting summaries.
• Maintain an organised record of client preferences, key contacts, and relationship history within the CRM.
• Assist in onboarding new clients and managing client satisfaction touchpoints.

5.Administrative & Reporting

• Maintain a structured repository of all related documents, proposal archives, and client correspondence.
• Prepare weekly and monthly activity reports for management, tracking pipeline health and key milestones.
• Support budget tracking for initiatives.
• Assist in coordinating internal meetings, preparing agendas, and distributing minutes.

QUALIFICATIONS AND REQUIREMENTS

Education

• Fresh graduates are welcome to apply. Candidates with 1–2 years of relevant internship / working experience will have an added advantage.

Skills & Competencies

• Proficient in Microsoft Microsoft 365 (Word, Excel, PowerPoint, Copilot).
• Organised and detail-oriented, with the ability to manage multiple tasks and deadlines simultaneously.
• Meticulous attention to detail, especially in proofreading and quality-checking proposals and documents.
• A proactive attitude with a willingness to learn and take initiative in a fast-paced professional environment.
• Strong team player who communicates effectively across different levels of the organisation.
• Interest in the engineering, construction, or professional services sector is highly desirable.

WHAT WE OFFER

• Structured on-the-job mentorship from experienced BD and technical professionals.
• Exposure to a wide range of engineering consultancy projects across multiple sectors.
• A collaborative and supportive team environment with opportunities for professional development.
• Join a growing, employee-owned global consultancy business in the life sciences sector.