Strategic Proposal Coordinator for Industrial HVAC & Projects

XNRGY Climate Systems; Mesa (AZ); On-site; USD 65,000 - 85,000; Full time

Job summary

XNRGY Climate Systems in Mesa, Arizona seeks a Proposal Coordinator to manage the full opportunity lifecycle—from bid development to released sales orders. You will own timely bid coordination, coordinate RFPs, analyze project scope, and organize documents to ensure accurate quotes and smooth handoffs.

The role requires hands‑on CRM and ERP experience, data‑driven decision making, and clear communication across Sales, Engineering, Project Management, Planning, Production, Service, and Finance.

Qualifications

• Associate or Bachelor's degree in Business, Construction Management, Engineering Technology, or related field, or equivalent experience.
• 2+ years in proposal or bid coordination, estimating support, order management, or inside sales support in industrial equipment/ HVAC environments.
• 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 ability to manage competing bid deadlines.
• Proactive communicator who anticipates downstream impacts, with customer-focused urgency.

Responsibilities

• Coordinate RFP activity and drive timely bid coordination, ensuring on-time submission against 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 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 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, and create ERP sales orders.
• Structure orders into lines and releases for staged shipments and coordinate with Production Planning.
• Maintain ship-to addresses and drop-ship requirements; coordinate storage when units are complete.
• Add service and warranty lines to orders and log change orders with audit trail.
• Flag downstream impacts such as schedule changes and invoicing adjustments.

Skills

Proactive communication

Organization

Data accuracy

Customer-focused

Education

Bachelor's or Associate degree in Business/Engineering/Construction

Tools

Dynamics 365

Salesforce

Excel

Word

Outlook

SharePoint

Teams

Epicor

SAP

Oracle

Job description

XNRGY Climate Systems in Mesa, Arizona seeks a Proposal Coordinator to manage the full opportunity lifecycle—from bid development to released sales orders. You will own timely bid coordination, coordinate RFPs, analyze project scope, and organize documents to ensure accurate quotes and smooth handoffs.

The role requires hands‑on CRM and ERP experience, data‑driven decision making, and clear communication across Sales, Engineering, Project Management, Planning, Production, Service, and Finance.