PROPOSAL COORDINATOR

Description
The Proposal Coordinator supports the planning, development, and submission of competitive bid responses for utility, infrastructure, and vegetation management clients. This role is responsible for coordinating the administrative and organizational functions of proposal development while supporting the creation of compliant, professional, and competitive submissions.

The Proposal Coordinator will work closely with operations, estimating, safety, finance, and leadership teams to ensure proposals are completed accurately and submitted on time. This position requires strong organizational skills, attention to detail, and familiarity with contractor or utility environments.

Requirements
Proposal & Bid Coordination

Coordinate the preparation and submission of RFP, RFQ, ITB, and other bid responses

Develop and maintain proposal schedules, compliance checklists, and internal deadlines

Review solicitation documents to identify submission requirements and risks

Coordinate with operations, estimating, and leadership to gather technical and pricing inputs

Assemble and organize final proposal packages for electronic and portal‑based submissions

Track procurement portals, bid boards, and client communications

Administrative & Compliance Support

Prepare and track required forms, certifications, safety documentation, and insurance requirements

Maintain organized proposal files, templates, and historical bid records

Support contract document preparation and post‑submission follow‑up

Assist with maintaining resumes, project experience, and past performance information

Content & Proposal Development Support

Assist with drafting and editing proposal narratives and qualification statements

Support development of executive summaries and company differentiators

Format proposal documents to meet client requirements and company standards

Help maintain proposal content libraries and continuous improvement efforts

Project Coordination

Participate in proposal kickoff meetings and internal progress reviews

Track action items and ensure internal contributors meet deadlines

Support coordination of pricing inputs and final submission reviews

Perform other duties as assigned

Education

High school diploma or equivalent required

Relevant industry training, certifications, or practical experience preferred

Bachelor's degree not required

Qualifications

Strong organizational and time‑management abilities

High attention to detail and ability to manage multiple deadlines

Strong written and verbal communication skills

Proficiency in Microsoft Word, Excel, and document assembly

Ability to read and interpret bid documents and technical requirements

Comfortable working in fast‑paced, deadline‑driven environments

Collaborative mindset and willingness to learn

Core Competencies

Experience supporting utility vegetation management or construction contracts

Familiarity with insurance requirements, safety metrics, and compliance documentation

Self‑starter who can manage tasks with limited supervision

Desire to grow into proposal management or business development roles

Experience

2‑5 years of experience supporting bids, proposals, estimating, project coordination, or administrative functions within a contractor, utility, vegetation management, or infrastructure environment required

Experience working with formal solicitation processes or procurement portals strongly preferred

Field operations exposure or construction / vegetation management industry experience highly desirable

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