Proposal Coordinator

About The Role

The Proposals Coordinator is responsible for managing the end-to-end preparation and coordination of quotation, change orders, and ballparks for the respective business segment. This includes initial proposal development as well as updates driven by study design changes, amendments, and change orders. This role ensures that all scientific, operational, and financial inputs are accurately compiled, formatted, and delivered to support timely and competitive client deliverables.

The Proposal Coordinator acts as a central point of coordination between Business Development, Client Management and Scientific Evaluators. Additional administrative tasks as assigned.

• Coordinate the preparation of quotations based on inputs from Scientific Evaluators and Subject Matter Experts (SMEs).
• Compile and format quote documents using available templates.
• Ensure consistency, accuracy, and completeness of all quotation materials (Excel costing files, PDFs, and supporting documents).

• Create, update, and manage opportunities within internal systems (e.g., Salesforce or equivalent).
• Maintain accurate records of quote status, documentation, and version control.
• Move opportunities through defined stages (e.g., “Proposal Complete”) in alignment with process.

• Manage updates to existing quotes resulting from study design changes, protocol amendments, or client-driven revisions.
• Coordinate and implement change orders, ensuring all scientific and financial impacts are accurately reflected.
• Collaborate with Scientific Evaluators to reassess scope, assumptions, and pricing as needed.
• Maintain version control and ensure clear documentation of all revisions and change history requirements.

• Act as the primary liaison between Business Development (BD), Scientific Evaluators, and other Costing teams.
• Ensure all required inputs (both for initial proposals and subsequent updates) are received, validated, and incorporated.
• Proactively follow up with internal stakeholders to meet timelines, especially for urgent amendments or change orders.

• Distribute finalized and/or revised quotes (Excel and/or PDF) to BD and other Costing teams with all relevant details.
• Ensure inclusion of key information such as internal/external assumptions and material cost breakdowns.
• Maintain organized records of quote documentation for traceability purposes in required folders.

• Follow established workflows and job aids for quotation generation and submission.
• Track quotation progress using internal tools (e.g., SharePoint tracker or Salesforce) on a daily basis.
• Ensure adherence to timelines, quality standards, and internal procedures.

• Identify opportunities to improve quotation templates, change order workflows, and coordination processes.
• Support standardization of amendment and revision practices across the organization.
• Contribute to improving turnaround times and operational efficiency.

• Following confirmation of strategic account BD assignments, Proposal Coordinators will be assigned to process new quotes and change orders for these accounts.
• They will also attend regular meetings led by the Strategic Account BD or Partnership Manager to discuss and address feedback on proposals/CO process and format and will document the same in Ask Albert.

• BA/BS specializing in business or sciences.
• Minimum of 2 years’ related experience in proposal coordination, project coordination, or similar roles with training in the biotech, pharmaceutical or CRO industry.
• Experience with assay development, validation, or…