Proposal Coordinator II

Overview

We are designing the grid of the future!

The Proposal Coordinator II supports business development and growth by independently coordinating, developing, and submitting high- quality, compliant proposal deliverables. This role manages assigned proposal work streams end-to-end, coordinates cross-functional contributors, and ensures accuracy, consistency, and alignment with pursuit strategies, client requirements, and evaluation criteria.

The Proposal Coordinator II demonstrates increased ownership, judgment, and execution capability, and contributes directly to proposal quality, efficiency, and win probability across multiple concurrent pursuits.

Proposal Development & Submission

• Prepare bid/no bid summaries for leadership review.
• Develop first drafts of task matrices and summarize evaluation criteria to guide proposal teams during development.
• Draft, assemble, and manage proposal responses using Qvidian.
• Proofread proposal content to ensure continuity, compliance, and adherence to established standards.
• Audit Qvidian content to identify scope duplication prior to submission.
• Coordinate with the Qvidian content lead to improve proposal templates and formatting when gaps are identified.
• Track Q&A, addenda, and clarifications and adjust proposal content and plans as requirements evolve.
• Submit proposals to clients as directed and confirm submission requirements are met.
• Coordinate post-submission activities, including clarifications and Best and Final Offers (BAFO), as needed.

• Manage assigned proposal work streams involving multiple contributors, deliverables, and deadlines.
• Work closely with internal departments including LOBs, Finance, Safety, IT, HR, and Operations to collect required proposal inputs.
• Create and manage Microsoft Teams chats and proposal project plans to track milestones and deadlines.
• Schedule and facilitate progress calls to ensure timely completion of deliverables.
• Schedule and coordinate color team reviews (pink, red, gold).
• Attend RFP pre-bid calls, capture meeting minutes, and distribute summaries to proposal team members.
• Send follow-ups and reminders to contributors to maintain forward progress.

• Enter, track, and update opportunities in Salesforce for active RFPs.
• Conduct follow-ups for submitted proposals and document outcomes in Salesforce.
• Request debriefs for unsuccessful proposals and coordinate debrief meetings with stakeholders.
• Save debrief reports in Salesforce and designated SharePoint folders.
• Create and maintain RFP folders on the Proposal Management SharePoint site.
• Upload contracts to Conga for redline review.
• Track RFPs, RFIs, and RFQs across multiple procurement portals and agencies.
• Maintain company profiles on procurement and bidding portals, including vendor registrations, compliance documents, certificates of insurance, and user access.

• Develop new project-based resumes for newly hired staff using approved templates.
• Format and update team resumes to ensure consistency in layout, fonts, and styles.
• Maintain and update project descriptions and summaries in the Projects Database.

• Complete required forms for RFIs, RFPs, and RFQs.
• Maintain organized proposal files, templates, and records.
• Support printing, binding, and shipping logistics for proposal submissions.

Bring your passion, here's what’s needed:

• Bachelor’s degree in Business, Communications, Marketing, Management, or a related field
• 3+ years of experience in proposal coordination, marketing, administrative support, or a related role
• Exposure to RFIs, RFPs, or RFQs preferred but not required
• Proficiency with proposal and CRM systems including Qvidian, Salesforce, SharePoint, and Microsoft Teams
• Strong working knowledge of Microsoft Word and Excel, including basic Excel functions and formulas
• Experience managing content libraries, proposal templates, and document version control
• Ability to track requirements, deadlines, and dependencies across multiple procurement portals
• Strong attention to detail and accuracy
• Clear written and verbal communication skills
• Strong…