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.

Key Responsibilities

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.

Qualifications

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.

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

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