Proposal Coordinator / Specialist

PM Group is seeking a proactive and detail-oriented Proposal Coordinator to support PM Group’s operations in Singapore. The role will provide essential support to the Singapore team, coordinating business development, marketing, and proposal activities while ensuring effective communication, streamlined processes, and high-quality deliverables.

This role requires excellent organizational skills, strong attention to detail, and the ability to manage multiple priorities across administrative, marketing, and business development functions.

Key responsibilities

Tender, Proposal & RFP Management

• Coordinate and manage the end-to-end lifecycle of tenders, Requests for Proposal (RFPs), and expression of interest (EOI) submissions
• Coordinate internal stakeholders across technical and project teams to gather inputs for proposals and client presentations
• Maintain a centralised tender calendar, track submission deadlines, and ensure timely delivery of all bid documents
• Manage pre-qualification documents, company profiles, and capability statements, keeping them updated and submission-ready
• Coordinate post-bid activities including debrief sessions, win/loss analysis, and lessons-learned documentation
• Liaise with clients and procurement teams on clarifications and bid queries during the pre-bidding phase

CRM Management & Tracking

• Own and maintain the company's Customer Relationship Management (CRM) system, ensuring data integrity, completeness, and regular updates
• Track planned and completed client visits, proactively reminding Key Account Managers (KAMs) of upcoming engagements and follow-up actions
• Monitor and report on the status of client interactions, opportunities, and pipeline progress
• Generate regular CRM reports and dashboards for management review, highlighting key metrics such as win rates, active opportunities, and client engagement frequency
• Coordinate logistics for client meetings, site visits, and hospitality events as required

Client & Stakeholder Relationship Support

• Support Key Account Managers in preparing meeting agendas, briefing packs, and post-meeting summaries
• Maintain an organised record of client preferences, key contacts, and relationship history within the CRM
• Assist in onboarding new clients and managing client satisfaction touchpoints

Marketing & Brand Management

• Develop and maintain marketing collateral including company brochures, project profiles, capability statements, and presentations
• Manage the company's digital presence, including LinkedIn, and other relevant platforms
• Coordinate the planning and participation in industry events, conferences, and networking forums
• Assist in drafting client communications, newsletters, and targeted outreach campaigns

Administrative & Reporting

• Maintain a structured repository of all related documents, proposal archives, and client correspondence
• Prepare weekly and monthly activity reports for management, tracking pipeline health and key milestones
• Support budget tracking for initiatives
• Assist in coordinating internal meetings, preparing agendas, and distributing minutes

About you

• Proficient in Microsoft Microsoft 365 (Word, Excel, PowerPoint, Copilot)
• Organised and detail-oriented, with the ability to manage multiple tasks and deadlines simultaneously
• Meticulous attention to detail, especially in proofreading and quality-checking proposals and documents
• Willing to take on administrative duties and provide support for day-to-day operations
• A proactive attitude with a willingness to learn and take initiative in a fast-paced professional environment
• Strong team player who communicates effectively across different levels of the organisation
• Interest in the engineering, construction, or professional services sector is highly desirable

Who are PM Group?

PM Group is a leading international engineering, architecture, project and construction management firm. With a network of offices in Europe, Asia and the US and a multi-discipline team, we deliver complex, capital projects in the life sciences, food and beverages, mission critical and advanced manufacturing sectors. We are 100% employee owned so work together to make our company successful.