Proposal Coordinator

Summary

The Proposal Coordinator is responsible for coordinating and managing the full lifecycle of proposal development, from RFP analysis to final submission under the guidance of the Operations and Business Managers. This role demands meticulous attention to detail, excellent organizational skills, and a thorough understanding of proposal processes to ensure the high quality and timely submission of bids. This includes coordinating internal resources, ensuring compliance with RFP requirements, and delivering high-quality, timely submissions. The ideal candidate is highly organized, detail-oriented, and thrives in a fast-paced, deadline-driven environment.

Essential Duties and Responsibilities

· Assist in obtaining, organizing, and archiving all bid documentation and amendments from various sectors.

· Organize and lead proposal kick-off meetings, assign responsibilities, and track deliverables

· Coordinate the collection of information from cross-functional teamswithin the company to ensure timely data gathering for proposals.

· Manage and utilize boilerplate content, including narrative and graphics, from previous proposals to enhance current submissions.

· Monitor and maintain the proposal development schedule to ensure deadlines are met.

· Update and maintain comprehensive project profiles and resumes for staff members, ensuring accuracy and relevance.

· Oversee the maintenance of a database of standardized proposal templates and documents.

· Edit and proofread proposals and related documents for format, grammar, style, punctuation, and spelling to ensure professional quality.

· Ensure all proposals adhere to company brand standards and quality control procedures.

· Assist in the preparation and coordination of draft proposal evaluation packages and manage draft proposal reviews.

· Conduct various administrative tasks including the final assembly, production, printing, binding, and delivery of proposals.

· Develop and maintain an electronic archive for proposal storage and a tracking system to monitor proposal status.

· Identify opportunities to improve existing proposal coordination processes and implement enhancements to increase efficiency, accuracy, and team collaboration. Create PowerPoint presentations and supporting materials for business development and proposal presentations.

· Support weekly proposal meetings and maintain calendars.

· Manage FOIA request documentation and maintain organized proposal files.

· Maintain account information for bidding systems.

· Perform additional duties as assigned to support the team.

Requirements

· Experience in manipulating and formatting graphics, such as tables, photographs, and maps, within proposal documents.

· Ability to process and manage information accurately and efficiently, with a strong attention to detail.

· Capability to balance and manage multiple tasks simultaneously within compressed timelines.

· Willingness to travel to business development functions.

· Advanced proficiency in Microsoft Office applications (Word, Excel, PowerPoint), including experience with large document formatting using style sheets.

· Familiarity with Microsoft SharePoint, Power Bi, and Asana for document control and proposal collaboration.

· Willingness to work extended hours, including evenings and weekends, to meet critical proposal deadlines.

· Ability to manage multiple projects simultaneously and meet tight deadlines.

· Comfortable working independently and collaboratively.

· Strong sense of accountability and ownership.

Education and Experience

· Minimum of three (3) to five (5) years of relevant experience in proposal coordination, preferably in construction or disaster response sectors.

· Bachelor’s degree in Marketing, Communications, Business, or a related field is preferred.

· Demonstrated strong analytical and organizational skills, with exceptional attention to detail.

· Superior written and verbal communication skills, with proven editing and proofreading abilities.

Candidates that accept an offer of employment are required to undergo and successfully complete a pre-employment physical examination. This exam is essential to ensure that all potential employees meet the necessary health and fitness standards for the role. The examination includes a series of tests and evaluations conducted by a certified medical professional to assess overall physical health, identify any potential medical conditions that could interfere with job performance, and verify that the candidate is capable of safely performing the essential duties of the position.

Completion and clearance of this physical are mandatory steps in the hiring process.