Proposal Coordinator

Industrial Air Flow Dynamics Inc.

The Woodlands (TX)

On-site

USD 60,000 - 65,000

Full time

14 days+

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Benefits offered by this job

401(k) plan with company matching

Medical Insurance

Dental Insurance

Vision Insurance

Voluntary Long-Term Disability

Vacation/PTO

Holiday Pay

Job summary

A leader in power generation solutions is seeking a Proposal Coordinator in The Woodlands, TX. This entry-level role involves organizing documentation and supporting the sales team in preparing proposals. Responsibilities include coordinating inputs, drafting proposal responses, and ensuring timely submissions. Candidates should have sales support experience, strong communication skills, and proficiency in Salesforce and Microsoft Office. Competitive benefits package offered, including medical insurance and 401(k) matching.

Qualifications

Minimum 1 year of experience in sales support, proposal administration, or related work.
Proficient in Microsoft Office applications and Adobe.
Strong verbal and written communication skills.

Responsibilities

Serve as the central coordinator for assigned proposals.
Draft portions of proposal responses to meet RFQ/RFP requirements.
Ensure timely, high-quality completion of multiple deliverables.

Skills

Salesforce.com

Verbal communication

Written communication

Attention to detail

Collaboration

Microsoft Office

Adobe

Education

Associate's degree (business-related fields preferred)

Tools

Salesforce

Microsoft Office

Adobe

Job description

Proposal Coordinator (Sales Support)

Industrial Air Flow Dynamics, Inc. is seeking a Proposal Coordinator to join our team in The Woodlands, TX. This role is ideal for someone who enjoys organization, documentation, and being a key internal partner in helping the sales team prepare winning proposals. You will support the full proposal process—assembling documentation, drafting scope outlines, coordinating cross‑department inputs, and ensuring timely, accurate submission of quotations.

In this position you will work closely with the Senior Sales Administrator and the sales team to gather information from the field, prepare bid documentation, process thermal imaging files, and select appropriate technical language for proposals. This is not a sales role – there is no client interaction or selling involved. The position is strictly internal support focused on turning client requests into complete, accurate proposal packages for the sales team.

With over 20 years of experience, Industrial Air Flow Dynamics is the premier field service group in the power generation industry and the leading provider of replacement expansion joint systems, penetration seal systems, and HRSG duct/liner replacement systems. We deliver turn‑key solutions rooted in engineering excellence—diagnosing root‑cause issues, improving OEM designs, manufacturing replacement systems, and completing field installations.

Key Responsibilities

Serve as the central coordinator for assigned proposals.
Work with departments across multiple business segments to gather required proposal and prequalification documentation (rate sheets, contracts, schedules, safety, quality, etc.).
Draft portions of proposal responses to meet RFQ/RFP requirements.
Ensure estimate details, takeoffs, and scope information are accurate and aligned with project requirements.
Manage full quote flow and strictly follow established quote processes.
Ensure timely, high‑quality completion of multiple deliverables.
Coordinate all proposal activity from RFQ receipt through final submission.
Work under tight deadlines and adjust to shifting priorities.

Requirements

Experience using Salesforce.com.
Associate's degree (business‑related fields preferred).
Minimum 1 year of experience in sales support, proposal administration, or related administrative work.
Strong verbal and written communication skills.
High attention to detail in a professional environment.
Understanding of basic sales processes.
Proactive, accountable, and driven to meet deadlines.
Ability to collaborate with sales, engineering, and field services teams.
Excellent grammar, proofreading, and editing skills.
Proficient in all Microsoft Office applications and Adobe.

Benefits

Safe Harbor 401(k) plan with company matching
Medical, Dental, and Vision Insurance
Basic Life & AD&D
Voluntary Life and AD&D
Voluntary Long‑Term Disability
Vacation/PTO
Holiday Pay

Applicants must be willing to complete and pass a pre‑employment drug screen and background check following a job offer.

Industrial Air Flow Dynamics, Inc. is an Equal Opportunity Employer. We encourage qualified females, minorities, veterans, and individuals with disabilities to apply.

Position Details