Bid & Proposal Coordinator — Drive On-Time Quotes & CRM Flow

XNRGY Climate Systems

Kenosha (WI)

On-site

USD 60,000 - 90,000

Full time

14 days+

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Job summary

XNRGY Climate Systems is seeking a qualified Proposal Coordinator to support the full opportunity lifecycle from bid to order. You will coordinate RFP activity, assemble quotes, and manage CRM records to ensure data accuracy across accounts, projects, and competitors.

The role requires close collaboration with Sales, Engineering, Planning, and Finance in a fast-paced industrial environment. Experience in CRM and ERP systems (Dynamics 365, Salesforce, Epicor, SAP, Oracle) and strong

Qualifications

Associate or Bachelor's degree in Business, Construction Management, Engineering Technology, or a related field.
2+ years in proposal or bid coordination, estimating support, order management, or inside sales support.
Ability to read and interpret project scopes, specifications, drawings, addenda, and construction documents.
Hands-on CRM (Dynamics 365, Salesforce) and ERP (Epicor, SAP, Oracle) experience; proficient in Excel, Word, Outlook, SharePoint, and Teams.
Exceptional organization, attention to detail, and ownership of data accuracy, with proven ability to manage competing bid deadlines.

Responsibilities

Coordinate RFP activity and drive timely bid coordination, ensuring on-time submission of deliverables against customer due dates
Assist with equipment selections and pricing, and prepare quotes for defined scope with inclusions, exclusions, lead times, and terms
Organize and maintain project documents and details so opportunity history is traceable from bid through order
Own accurate, timely CRM entry for accounts, contacts, projects, opportunities, quotes, and competitors
Link bid documents, selections, and quotes to CRM records and log activities, win/loss reasons, and competitive intelligence
Monitor CRM data quality and support pipeline reviews, bid activity reporting, and sales analytics
Review customer purchase orders against the approved proposal, resolve discrepancies with Sales, Engineering, and Finance, and create accurate ERP sales orders
Structure orders into lines and releases, splitting large or multi-phase orders for staged shipments, and maintain dates with Production Planning as schedules shift
Maintain ship-to addresses and drop-ship requirements, and coordinate storage when units complete ahead of site readiness through to final delivery
Add service and warranty lines to every applicable order — including startup and commissioning and factory witness testing requirements
Log and process change orders, assess downstream impacts, confirm approvals, and update orders with a clear audit trail
Facilitate communication across teams and channels, internally and externally, including bid strategy discussions covering go/no-go decisions, pricing posture, and scope positioning
Serve as the point of contact for bid, quote, order, and CRM questions across Sales, Engineering, Project Management, Planning, Production, Service, and Finance, and interface externally with customers, contractors, and reps
Flag downstream impacts such as schedule changes, holds, storage decisions, and early shipments requiring invoicing adjustments
Research, synthesize, and maintain summary technical information on XNRGY and competitor product offerings on an ongoing basis, keeping references and templates current for the team