Company Overview
We are a well-established organization operating in the disaster recovery and emergency management industry. Our team supports large-scale public sector projects across multiple regions, providing efficient, compliant, and community-focused services. We believe a healthy work culture drives great work and value integrity, teamwork, and accountability. The company name is kept confidential during the early stages of recruitment to ensure privacy during active contracting processes.
Job Overview
The Proposal Coordinator supports the full lifecycle of proposal development by reviewing bid documents, gathering required inputs, and preparing compliant, well-organized submissions for disaster-relief contracting opportunities. This role collaborates closely with internal teams, subcontractors, and subject matter experts to organize drafts, implement revisions, and ensure all requirements, forms, and documentation are accurately completed. The coordinator manages deadlines, performs quality checks, and assists with post-submission requests, contributing to timely, compliant, and competitive proposal submittals.
Primary Duties and Responsibilities
- Reviews all bid documents thoroughly, with a focus on required proposal structure, formatting, and submission standards
- Identifies and organizes clarification questions for the jurisdiction to ensure full understanding of proposal requirements
- Coordinates requests for supplemental information from subject matter experts, subcontractors, and internal personnel
- Assists with gathering, reviewing, and preparing past performance references, project summaries, and corporate qualifications
- Develops well-structured proposal drafts that meet all solicitation requirements and formatting guidelines
- Participates in collaborative draft reviews, implements revisions, and ensures all comments are addressed and resolved
- Performs detailed quality checks to confirm compliance with page limits, formatting rules, required attachments, and content accuracy
- Finalizes proposal packages by verifying the inclusion of pricing, completed forms, certifications, and all supporting documentation
- Supports post-submission activities including responses to jurisdiction inquiries, clarification requests, and addendums
- Tracks proposal milestones and deadlines to ensure all deliverables remain on schedule
- Maintains organized proposal files, version control, and documentation to support accurate recordkeeping and future reference
Core Competencies
- Strong attention to detail with the ability to interpret complex bid documents
- Strong time-management skills and the ability to prioritize competing tasks
- Excellent written and verbal communication skills for coordinating with internal teams, subcontractors, and jurisdictional contacts
- Ability to manage multiple projects, deadlines, and document versions in adherence with deadlines
- Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and PDF editing tools
- Effective analytical and critical-thinking abilities to break down solicitation requirements into actionable tasks and timelines
- Ability to manage deadlines and maintain accuracy under pressure
- Highly developed organizational skills and a structured approach to documentation and file management
- Exceptional teamwork skills with a focus on shared goals, mutual accountability, and clear communication
Preferred Qualifications
Equal Opportunity Statement
We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, genetic information, or any other protected characteristic under applicable law.
Job Type: Full-time
Pay: $75,000.00 - $85,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
