Proposal Coordinator

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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.

Job Overview

We are seeking a proactive and detail-oriented Proposal Coordinator to support PM Group’s operations in Singapore. The role will serve as a key liaison for 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.

What We Offer

Structured on-the-job mentorship from experienced BD and technical professionals.

Exposure to a wide range of engineering consultancy projects across multiple sectors.

A collaborative and supportive team environment with opportunities for professional development.

Join a growing, employee-owned global consultancy business in the life sciences sector.

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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.

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.

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.

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.

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Education

Fresh graduates are welcome to apply. Candidates with 1–2 years of relevant internship / working experience will have an added advantage.

Skills & Competencies

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.

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.