Proposal Coordinator

Viking Masek is a family‑owned, privately held company that offers an opportunity to generate accurate, detailed packaging system proposals to support our sales team. The Proposal Coordinator will manage vendor communications, coordinate internal teams such as Sales, Project Management, Service, Purchasing and Engineering, and produce proposals that meet customer needs while meeting internal metrics.

Job Duties & Responsibilities
KRA 1 – Proposal Creation and Revision

Implement a personal process for handling multiple internal RFQs within existing systems.

Ensure the role of each proposed equipment item meets the customer’s needs.

Accurately process all proposals to meet or exceed internal metrics.

Coordinate multiple internal and external requests concurrently.

KRA 2 – Proficiency with Microsoft Office Suite

Use MS Office products daily (Outlook, Word, Excel, SharePoint, Teams, OneNote).

Maintain proficient typing and computer skills with speed and accuracy.

Manage Outlook inbox proactively.

Communicate professionally via Teams, Outlook or OneNote.

KRA 3 – Salesforce CRM and CPQ

Process RFQs received via email within Salesforce Opportunities.

Convert vendor and internal component data into Salesforce quote products and bundles.

Maintain individual integrity of all Opportunities while coordinating multiple activities.

KRA 4 – Vendor Communication and Interaction

Engage approved vendors primarily via email, follow up by phone if needed.

Communicate customer needs accurately to obtain prompt vendor responses.

Manage inbound and outbound email for multiple opportunities simultaneously.

Monitor pricing and configuration details to ensure adherence to standing agreements.

Maintain professionalism to be the preferred OEM partner for vendors.

KRA 5 – Multi‑Tasking in a Fast‑Paced Environment

Maintain accuracy and efficiency while coordinating multiple opportunities.

Respond promptly to new RFQs or vendor questions.

Develop personal processes to manage workload effectively.

Produce accurate proposals quickly to maintain first‑to‑deliver advantage.

Qualifications

High School Diploma.

At least 1 year of experience in a professional office setting requiring interpersonal and computer skills.

Proficiency in Microsoft Office Suite; experience with Salesforce is preferred.

Strong verbal, written, and telephone communication, organization, multi‑tasking, and problem‑solving skills.

Desired Skills

Associate degree or higher in a business/technology field (preferred).

Two years of experience within a single professional organization across departments.

Above average typing speed and Microsoft proficiency.

Emotional intelligence to reframe challenges as opportunities.

Empathy towards colleagues and customers.

Professionalism.

Compensation
Competitive base salary, profit sharing, a bonus program, and a 401(k) retirement savings plan.

Time Off
Paid vacation, paid sick days, and a generous holiday schedule.

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