Proposal Manager

Our client is a European MNC in Industrial Equipment.

The Proposal Manager is responsible for supporting the sales team throughout the entire sales cycle, from opportunity qualification and proposal preparation to contract award, order execution, and project delivery coordination.

This role serves as the key liaison between Sales, Engineering, Manufacturing, Procurement, Logistics, and Customers to ensure accurate quotations, competitive pricing, timely proposal submissions, contract compliance, and successful project execution. The successful candidate will drive operational excellence, improve bid-win rates, and ensure customer commitments are fulfilled in accordance with agreed commercial and delivery requirements.

Key Responsibilities

Proposal & Tender Management

• Lead the preparation and submission of commercial and technical proposals for equipment and solution projects
• Review tender documents, specifications, drawings, and customer requirements
• Coordinate with engineering, product management, procurement, and factories to obtain technical and commercial inputs
• Develop compliant, competitive, and high-quality bid submissions within specified deadlines
• Manage the proposal review and approval process
• Maintain proposal templates, bid documentation, and proposal databases
• Conduct risk assessments and identify contractual, commercial, and operational risks during tender stages

Sales Operations Support

• Support the sales team in preparing quotations, pricing strategies, cost analyses, and commercial proposals
• Collaborate with factories and suppliers to obtain equipment pricing, lead times, and delivery schedules
• Monitor quotation pipeline and bid status to improve proposal conversion rates
• Ensure all sales documentation is complete and compliant with company policies
• Maintain CRM and sales tracking systems with accurate opportunity and project information
• Generate sales performance reports, forecasts, and operational dashboards

Contract & Order Management

• Review customer contracts and purchase orders to ensure alignment with approved proposals
• Coordinate internal order handover from Sales to Operations and Project Management teams
• Track contract milestones, delivery schedules, and commercial obligations
• Ensure timely processing of sales orders and change orders
• Support contract negotiations by providing commercial and operational insights

Factory & Supply Chain Coordination

• Act as the primary interface between local sales teams and manufacturing facilities
• Monitor factory production schedules and delivery commitments
• Coordinate with procurement and logistics teams to ensure on-time delivery
• Escalate supply chain, production, or delivery risks and drive resolution
• Provide customers and sales teams with regular updates on production and shipment status

Customer & Stakeholder Management

• Maintain strong relationships with internal and external stakeholders
• Participate in customer meetings related to proposals, contracts, delivery schedules, and project execution
• Respond promptly to customer inquiries regarding pricing, lead times, and order status
• Ensure a high level of customer satisfaction through proactive communication and issue resolution

Process Improvement

• Develop and implement best practices for proposal management and sales operations
• Identify opportunities to improve bid quality, proposal turnaround times, and operational efficiency
• Support digitalization and automation initiatives within sales operations
• Establish KPIs and performance metrics to measure proposal effectiveness and operational performance

Requirements

Education

• Bachelor's Degree in Engineering, Building Services Engineering, Business Administration, Supply Chain Management, or a related discipline

Experience

• 5–10 years of experience in Proposal Management, Bid Management, Sales Operations, Commercial Operations, Project Coordination, or related roles
• Experience within HVAC, MEP, Building Services, Industrial Equipment, Engineering Solutions, or Manufacturing industries
• Proven experience supporting large commercial, industrial, or infrastructure projects
• Experience coordinating with manufacturing plants, suppliers, and cross-functional team

Technical Knowledge

• Familiarity with contract administration and commercial terms
• Understanding of supply chain, manufacturing processes, and project delivery requirements
• Experience with ERP and CRM systems such as SAP, Oracle, Salesforce, Microsoft Dynamics, or equivalent

Skills & Competencies

• Strong proposal writing and commercial documentation skills
• Excellent project coordination and organizational abilities
• Strong analytical and problem-solving skills
• Ability to manage multiple bids and projects simultaneously
• Excellent communication and stakeholder management skills
• High attention to detail and accuracy
• Strong negotiation and influencing skills
• Proficiency in Microsoft Excel, PowerPoint, and reporting tools