Job Description

Position Purpose

The Proposal Coordinator plays a critical role in advancing the company’s mission of "Creating Moments that Move People" by leading the development of proposals for new and existing clients across a range of markets. This role combines technical analysis with strategic oversight to ensure each effort is structured for successful delivery.

With ownership of the end-to-end Project Development process ,the Proposal Coordinator applies technical aptitude and commercial awareness to identify risks and take appropriate action. In collaboration with Project Management, Account Management, and Executive leadership, this role helps translate client needs into tailored proposals that align with their objectives.

The primary responsibility is the creation of clear, concise, and visually compelling proposal packages that meet all client requirements while reflecting the company’s high standards of quality. This role is also accountable for delivering proposals on time and meeting both internal and external expectations.Ultimately, the Proposal Coordinator supports the company’s strategic goals by producing high-quality proposals that lay the foundation for successful, long-term client relationships.

Responsibilities

• Collaborate with Project Management, Account Management, and Executive Leadership alongside clients to assess project and proposal requirements, while supporting qualifying the pursuit of projects.
• Analyze client materials (e.g., Request for Proposals, Scope of Works, Tender Packages, Prequalification Packages, etc.) to develop comprehensive proposal strategies and execution plans.
• Create tailored proposals and presentations (using Microsoft PowerPoint and Word) that effectively communicate the value of TAIT’s services, align with client objectives, and the company’s strategic goals.
• Manage proposal timelines, quoting tools, and deliverables to ensure projects meet or exceed internal and external expectations.
• Deliver completed proposal materials to Project Management, Account Management and Executive Leadership for review, ensuring readiness for client submission.
• Perform assigned duties according to the policies and expectations prescribed by the company.
• Partner with cross-functional teams to validate scope, pricing, and, when needed, conceptual deliverables.
• Lead regular check-ins with cross-functional team members involved in proposal development, ensuring timely and accurate delivery of required elements.
• Serve as a key point of contact, facilitating clear communication and aligning teams across functions.
• Support the team in updating and maintaining a repository of key assets from previous proposals, organizing them for easy reuse in future proposals.
• Ensure efficient storage of proposal documents, templates, and assets to support consistency and streamline future proposal development.
• Maintain internal reporting systems, such as Salesforce, ensuring that opportunities and relevant information are logged, tracked, and accessible for analysis and decision-making.

Position Requirements

To perform the essential responsibilities, individuals must have the following level of education and experience, or equivalent combination. Additionally, the following certifications, knowledge, skills, or physical requirements are necessary for the position.

• 1+ years of experience in a support or management role within business development or marketing, ideally in the entertainment, design, or architectural industries.
• Proven ability to navigate complex organizational structures and collaborate cross-functionally to drive success.
• Demonstrated success in developing and delivering winning proposals and implementing best-in-class processes.
• Bachelor’s degree in Business, Marketing, Project Management, or a related field, or equivalent experience.
• Proficiency in Keynote, PowerPoint, and Microsoft Word for proposal development, with strong written and verbal communication skills.
• Familiarity with project management tools and CRM systems (e.g. Salesforce, Zendesk Sell).
• Strong project management skills, with the ability to manage timelines, budgets, and deliverables across multiple proposals.
• Creative problem-solving abilities and adaptability in a fast-paced, deadline-driven environment.
• Team-oriented, with a collaborative mindset and the ability to drive alignment across teams.

Working Conditions and Physical Effort
Must be able to travel (internationally and regionally) periodically. As such, a local passport, or the ability to obtain a passport, is required. The company is committed to providing reasonable accommodation for individuals with physical limitations or disabilities. If there are specific physical needs related to lifting, walking, or any other task, candidates are encouraged to discuss their requirements during the hiring process. The organization will make every effort to accommodate these needs to ensure equal opportunities for all employees