A proposal coordinator collects data from various departments, formats proposals, tracks deadlines, sets prices, and manages proposal timeframes. They may be part of the sales, marketing, or business development departments and are responsible for gathering information for bid responses.
A proposal coordinator is a critical position in many sales companies. Duties include collecting data from a variety of contributors across multiple departments or functional areas, formatting proposals according to submission requirements, tracking deadlines, and monitoring the status of submitted proposals. A proposal coordinator may be dedicated to work at a large company or, at a smaller company, may have additional roles. The coordinator is usually a member of the sales team, but may also be part of the marketing or business development departments.
Any business that sells something, whether it’s a product or a service, will need to write proposals. This could be a response to a request for price, or it could simply be a proactive attempt to get business. Some proposals are quite simple and only include basic information such as a list of deliveries, terms and prices. Other proposals, particularly those for large and complex jobs, are quite lengthy and require a lot of information to be gathered.
Regardless of the degree of complexity, each proposal must be developed before being presented to the client. This is where the proposal coordinator comes in. Your job is to review each proposal’s requirements and develop a document that meets all those criteria.
One of the main duties of a proposal coordinator is to set prices. This can include pricing products and services, taxes, shipping fees, and more. In most cases, the coordinator is not responsible for generating prices or determining markups, but is responsible for obtaining pricing information for the appropriate part or parts and putting it in the proposal.
Other types of information should also be included in some proposals. When responding to a bid request, for example, a proposal must include all of the information specified by that request. This may include information about credit ratings, use of subcontractors, and references. Bids may also require supporting documentation, such as proof of insurance, to be included in the bid response. The bid coordinator will be responsible for collecting all necessary data from areas such as accounting, risk management, operations, and purchasing to develop the bid response document.
In many cases, the proposal coordinator is responsible for managing a proposal timeframe. This can include reminding employees when information is due and following up when information is not received. It also means ensuring that proposals are delivered by the due date. Some proposal coordinators also keep track of submitted proposals and accepted and rejected documents.
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