Proposal Coordinator

Here is some basic information about this Position:

Position Name

Company

Railroad Construction Company

Position Location

Paterson, NJ

Job Type

Full Time

Remote Type

Onsite

$75,000 - $90,000 per year

Job Description

We are seeking a Proposal Coordinator to support and strengthen our proposal development efforts for major rail, transit, and infrastructure pursuits. This position is ideal for a detail‑oriented, highly organized professional who is comfortable coordinating multiple contributors, working with technical staff, and preparing compliant, compelling proposal submissions.

The Proposal Coordinator plays a critical role in helping RCC respond to RFQs, RFPs, and competitive bids by organizing content, managing schedules, assembling required documentation, and producing polished, submission‑ready packages.

• Assist in the development, formatting, and production of competitive proposals, statements of qualifications (SOQs), and prequalification packages, ensuring alignment with pursuit strategies and compliance requirements.
• Review RFQ/RFP documents and help develop supporting tools such as outlines, compliance matrices, checklists, and submission trackers.
• Coordinate day‑to‑day pursuit schedules, track progress toward internal deadlines, and elevate issues regarding time, content, or approvals when necessary.
• Draft, proofread, and edit non‑technical proposal content; help shape technical input from project managers, estimators, and subject‑matter experts into clear and cohesive narrative sections.
• Assist in preparing and assembling all proposal elements, including project sheets, resumes, forms, certifications, safety documentation, organizational charts, and attachments, ensuring accuracy and compliance with agency formatting instructions.
• Maintain RCC’s proposal content library, updating templates, resumes, project descriptions, and narrative sections to reflect completed projects and current capabilities.
• Coordinate with subcontractors, design partners, and internal departments to gather required information, forms, and supporting materials.
• Support the creation and proofreading of presentations, award submissions, and internal/external communications as needed.
• Keep pursuit records and logs, including submission status, shortlists, and wins/losses.
• Help identify opportunities to standardize and improve proposal tools, templates, and workflows to enhance efficiency and consistency.

• 2–5 years of AEC (architecture/engineering/construction) or rail/infrastructure industry proposal experience preferred.
• Strong writing, editing, and communication skills with excellent attention to detail and consistency.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint); familiarity with Teams, SharePoint, and Adobe Acrobat preferred.
• Highly organized, proactive, and capable of working both collaboratively and independently.
• Writing or proposal samples may be requested.
• Bachelor’s degree in Communications, Journalism, Marketing, English, Construction Management, or related field — or equivalent relevant experience.
• Ability to multitask, prioritize work effectively, and manage deadlines in a fast‑paced, multi‑pursuit environment.
• Experience coordinating cross‑functional teams and working with technical engineering or construction staff.
• A process‑driven mindset with an interest in improving templates, systems, and efficiency.

We are proud to offer the following benefits to our employees: