Proposal Coordinator

Proposal Coordinator • Boston, MA, United States

Manager
VP Rail Development

Manager Once Removed
EVP Market Development and Innovation

Skills

Excellent writing and editing skills, with strong attention to detail

Proficiency in graphic design and document formatting to ensure visually compelling documents

Strong organizational skills, with the ability to work under tight deadlines and manage multiple deadlines simultaneously

Ability to review and interpret procurement requirements for compliance and submission guidelines

Excellent communication and collaboration skills

Analytical and research skills

Knowledge and Experience

Bachelor’s or College degree in English, Business, Engineering, Business/Administration, Law Degree, Technical or 3–5 years of experience in an administrative, or similar role

Proficiency with Microsoft Office Suite

Experience with SharePoint & Salesforce a plus

Key Accountabilities
High‑Level Responsibilities

Initiate and maintain excellent internal and external connections.

Create and maintain project planners / trackers to monitor bid compliance and progress.

Support SME's in writing and compliance by developing / surfacing relevant past content including from other regions.

Research client and opportunity background prior to release, including but not limited to filing for FOIA requests, updating Salesforce database, researching Board minutes, etc.

Ensure strict formatting and consistency across the proposal.

Collect and validate information from internal and from subcontractors (forms, financials, certifications).

Validate key personnel against job descriptions and produce compliant, develop template and uniform resumes, interview further as needed.

Adapt quickly to changing bid requirements and team priorities.

Continuously refine and innovate the proposal process.

Pre‑Bid Activities

Ongoing Salesforce activities, BD library (including in coordination with other regions)

Research client organization/pursuit

Relevant board meetings (attend as needed)

Gather intelligence to form a holistic bid strategy and capture client priorities.

Review previous bid materials for reusable content and lessons learned.

Develop an initial PMP/guide for the upcoming bid (scope, timeline, required sections, responsible owners).

Bid Activities (During Active Proposal)

Track technical requirements, evaluation factors, grading criteria, page limits, required fonts/sizing, submission method, and timeline.

Create and enforce proposal templates and formatting guidelines, ensure consistent fonts, spacing, headings, verb tense, and verbiage usage.

Collect and manage required materials

Prepare and validate resumes for key personnel, interview further as needed.

Compliance monitoring and quality control, flag as needed in a timely manner.

Review the full proposal for consistent terminology, formatting, and alignment with solicitation requirements.

Run final compliance checks against RFP checklist before submission.

Ability to flag/add text, illustrations, etc. as needed.

Innovation & Process Improvement

Regularly evaluate and develop new methods to streamline proposal creation and compliance

Drug and Alcohol Screening & Physical Examination
Employment contingent upon passing pre‑employment drug and alcohol screen. Also, contingent upon receiving a favorable background check. Must pass a physical examination.

Equal Employment Opportunity
Our policy is to afford Equal Employment Opportunity to qualified individuals regardless of their race, color, sex, religion, age, creed, marital status, national origin, ancestry, physical or mental disability, sexual orientation, or gender identification. We maintain a drug‑free workplace and perform pre‑employment substance abuse testing.

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