Proposals & Project Coordinator

Jamail & Smith has been delivering quality construction services since 1982, with a strong reputation for customer service, responsiveness, and operational excellence. We specialize in Job Order Contracting and Competitive Sealed Proposal construction services, supporting clients across the K-12, higher education, government, municipal, and healthcare markets.

With thousands of successfully completed projects and long-standing relationships with public entities throughout Texas and Louisiana, our team is built around accountability, collaboration, and delivering on our commitments. We are continuing to grow and are looking for detail-oriented professionals who enjoy working behind the scenes to keep important initiatives organized, on schedule, and moving forward.

Jamail & Smith is seeking a highly organized, deadline-driven Proposals & Project Coordinator to support our proposal and business development efforts.

This is a process-focused, administrative coordination role designed for someone who enjoys checklists, deadlines, document organization, follow-up, and keeping multiple moving pieces on track.

The Proposals & Project Coordinator will help manage the administrative side of the proposal process from the time an opportunity is identified through final submission. You will work closely with our Proposal & Marketing team, Business Development, Project Managers, Estimators, Regional Managers, and company leadership to gather information, track requirements, coordinate deliverables, and ensure proposals are accurate, complete, compliant, and submitted on time.

This role is ideal for someone who takes pride in being dependable, organized, and thorough. You do not have to be the most creative person in the room — we are looking for someone who is excellent at execution, organization, follow-through, and meeting deadlines.

• Coordinate RFQ, RFP, CSP, SOQ, and qualification package submissions from initial receipt through final delivery.
• Review solicitation documents and identify required forms, attachments, certifications, signatures, and submission requirements.
• Create and maintain proposal checklists, compliance matrices, schedules, and internal deadlines.
• Track proposal requirements and ensure all requested information is received and completed on time.
• Coordinate information and deliverables from Project Managers, Estimators, Regional Managers, Business Development, and other internal departments.
• Follow up with team members on outstanding items and help keep proposal deadlines moving forward.
• Organize and maintain proposal files, folders, drafts, supporting documentation, and final submissions.
• Assemble digital and printed proposal packages.
• Coordinate signatures, notarizations, bonds, certifications, and other required proposal documentation.
• Perform detailed quality-control reviews for completeness, accuracy, consistency, and compliance prior to submission.
• Assist with electronic uploads, courier coordination, printing, binding, and delivery of proposal packages when required.

• Maintain proposal schedules, pursuit trackers, calendars, and deadline lists.
• Coordinate kickoff meetings, internal proposal meetings, and interview preparation meetings.
• Prepare agendas, track action items, and follow up on assigned responsibilities.
• Maintain organized records of active, pending, submitted, and awarded pursuits.
• Assist with tracking proposal results, award information, and related documentation.
• Support leadership and project teams with administrative tasks related to proposals, qualifications, and business development initiatives.
• Help maintain accurate company information used throughout proposal submissions.

• Maintain and update employee resumes, project sheets, company qualifications, certifications, licenses, references, and other frequently used proposal materials.
• Maintain proposal templates, boilerplate content, project data, and standard company information.
• Organize and update the proposal content library to ensure information is current and easy to locate.
• Assist with formatting resumes, project profiles, qualification packages, and other proposal documents.
• Proofread materials for spelling, grammar, accuracy, consistency, and completeness.
• Maintain organized electronic files and document naming standards.

• Work closely with the Proposal & Marketing team to support multiple concurrent deadlines.
• Assist with interview materials,…