Proposal Coordinator

PM Asia Project Services Pte Ltd; Singapore; On-site; SGD 45,000 - 78,000; Full time

Job summary

PM Group Singapore is seeking a proactive and detail-oriented Proposal Coordinator to support our operations in Singapore. You will provide administrative and coordination support for proposal activities, tender submissions, client documentation, and internal processes.

You will collaborate with technical and project teams, maintain a central tender calendar, manage pre-qualification documents, and assist in post-bid activities, CRM tracking, and marketing collateral updates.

Qualifications

• Proficient in Microsoft 365 (Word, Excel, PowerPoint).
• Organised and detail-oriented with the ability to manage multiple tasks and deadlines.
• Meticulous attention to detail, especially in proofreading and quality-checking proposals and documents.
• Willing to take on administrative duties and provide support for day-to-day operations.
• 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.

Responsibilities

• Coordinate end-to-end lifecycle of tenders, RFPs, and EOIs.
• Maintain a centralised tender calendar and track submission deadlines.

Skills

Organised and detail-oriented

Meticulous proofreading

Administrative support

Proactive attitude

Team collaboration

Tools

Microsoft 365

Job description

Who are PM Group?

PM Group is a leading international engineering, architecture, project and construction management firm. With a network of offices in Europe, Asia and the US and a multi-discipline team, we deliver complex, capital projects in the life sciences, food and beverages, mission critical and advanced manufacturing sectors. We are 100% employee owned so work together to make our company successful.

Job Overview

We are seeking a proactive and detail-oriented Proposal Coordinator to support PM Group’s operations in Singapore. The role will provide administrative and coordination support for proposal activities, tender submissions, client documentation, and internal business processes.

Responsibilities

Tender & Proposal Coordination

• 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

CRM Management & Tracking

• Maintain and update the company's Customer Relationship Management (CRM) system
• Monitor and report on the status of client interactions, opportunities, and pipeline progress
• Prepare CRM reports 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

Brand & Business 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
• Update marketing collateral including company brochures, project profiles, capability statements, and presentations
• Coordinate the planning and participation in industry events, conferences, and networking forums
• Assist in the preparation of client communications, newsletters, and targeted outreach campaigns

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

Requirements

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
• Willing to take on administrative duties and provide support for day-to-day operations
• 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