Proposal Coordinator Proposal Writer Bid Specialist

Job Description
Job Description

Job Title: Proposal Coordinator (Proposal Writer / Bid Specialist)

Department:

Business Development / Proposals

Reports To:

General Manager

Job Location:

HQ [Charlotte, NC]

About Nexus Group
We believe passionate people create companies that go above and beyond for their customers. At Nexus, your work directly supports healthcare, research, and scientific advancement. You will gain real responsibility, real visibility, and real growth opportunities.

Nexus Group provides comprehensive maintenance, repair, and service management for specialized medical, laboratory, and scientific equipment across multiple manufacturers. Our mission is to support healthcare and research organizations through cost-effective maintenance solutions that keep critical equipment operational with minimal downtime.

We are a growing, entrepreneurial organization where initiative, curiosity, and ownership are highly valued. We believe passionate people create companies that go above and beyond for their customers.

Position Summary
Nexus Group is seeking a motivated and detail-oriented

Proposal Coordinator

to support business growth by identifying, organizing, and responding to bid opportunities across federal, state, and institutional markets.

This role blends

proposal writing, bid coordination, opportunity research, and sales pipeline support . The Proposal Coordinator will work closely with the General Manager to identify opportunities, develop compliant proposals, and manage new business opportunities within Salesforce CRM from initial identification through status progression. You will help Nexus compete for new contracts by preparing professional proposal submissions, tracking solicitations, coordinating internal inputs, and ensuring deadlines are met.

This is an ideal opportunity for

early-career professionals

interested in government contracting, business development, technical writing, or operations strategy.

You will gain hands-on exposure to federal procurement, competitive strategy, and business development operations while playing a direct role and contributing to company growth.

Primary Responsibilities
Sales Pipeline & CRM Coordination

Partner with the General Manager to log, track, and manage all new business opportunities in Salesforce CRM

Maintain accurate opportunity records including stage progression, contacts, notes, and next actions

Monitor pipeline movement and help ensure timely follow-up activities

Support opportunity forecasting and reporting

Help maintain data quality and consistency across the Salesforce CRM system

Opportunity Identification

Monitor bid portals (SAM.gov, GSA eBuy, agency portals, etc.) for relevant solicitations

Screen opportunities and summarize requirements for leadership review

Maintain pipeline tracking and bid calendar

Proposal Development

Draft and format technical and administrative proposal responses

Coordinate internal subject matter input (service, pricing, operations)

Assemble compliant proposal packages and ensure submission accuracy

Maintain proposal templates, resumes, past performance, and boilerplate content

Bid Coordination

Manage timelines, checklists, and submission requirements

Track amendments, Q&A deadlines, and compliance items

Support pricing documentation and proposal packaging

Process Improvement

Maintain proposal library and knowledge repository

Assist with competitive research and market intelligence

Support post-award and debrief analysis

Strategic Support

Assist with GSA schedule maintenance and updates

Support business development initiatives

Help identify trends in equipment maintenance procurement

What Success Looks Like

Organized, compliant, and on-time proposal submissions

Improved tracking of bid opportunities

High-quality written responses that clearly communicate Nexus’ value

Strong coordination across internal teams

Increased win rate over time

Accurate and well-maintained Salesforce opportunity pipeline

Timely follow-ups and clear visibility into opportunity status

Improved tracking from opportunity identification through proposal submission and award

Job Requirements

Bachelor’s degree preferred (Business, Communications, Political Science, Public Administration, Math, Science, or related field)

2-5 years of professional experience

Strong writing, editing, and research skills

Highly organized with strong attention to detail

Ability to manage deadlines and multiple projects

Comfortable learning technical service concepts

Proficiency with Microsoft Office (Word, Excel, Outlook)

Experience with CRM or proposal software is a plus

Experience with AI support tools such as ChatGPT

Personal Traits We Value

Reliable, curious and eager to learn

Structured thinker who enjoys solving complex problems

Strong sense of ownership and accountability

Professional communicator

Comfortable working in a fast-moving small-business environment

Compensation & Incentives

Base Salary: $52,000 - $60,000

Performance Incentives tied to production and win rates

Total Compensation Potential: Up to $74,000 annually subject to incentives

Additional Benefits

401K/Simple IRA with 3% company match

Medical Insurance available

Professional development opportunities

Exposure to federal contracting and strategic business operations

Work Environment

Based at Nexus Headquarters in Charlotte, NC

Standard business hours with deadline-driven work

Collaborative, team-oriented environment

Paid Time Off (PTO)

Equal Opportunity
Nexus Group is an Equal Opportunity Employer.

Reasonable accommodations are available in accordance with ADAAA.

Company Description
At NEXUS GROUP LLC, we help healthcare agencies maintain reliable, efficient, and cost-effective laboratory and medical equipment systems. Our Equipment Maintenance Management Solution (EMMS) provides full-service equipment maintenance, support, and management across a wide range of specialized equipment and manufacturers. We are a small, close-knit team of fewer than 10 employees, and we believe that great work starts with strong relationships. We value teamwork, trust, friendship, and treating our colleagues like family. Our employees are more than just coworkers- we support one another, celebrate successes together, and take pride in creating a positive, welcoming work environment. If you’re looking for an opportunity to grow with a company where your contributions are valued and you can truly become part of a team, NEXUS GROUP LLC may be the right fit for you.

At Nexus, your work directly supports healthcare, research, and scientific advancement. You will gain real responsibility, real visibility, and real growth opportunities.

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