Proposal Coordinator

Who We Are:

GMB Powerline Services is a family-owned and operated utility contractor based in West Virginia, proudly supporting our IBEW workforce. We deliver safe, reliable, and high-quality utility construction and storm restoration services nationwide. Our crews and corporate team work as a close-knit unit, grounded in our values of Safety, Reliability, Quality, and Community. With a growing fleet and dedicated staff, we are committed to going the extra mile for the communities we serve.

Position Summary:

The Proposal Coordinator plays a pivotal role in supporting GMB Powerline Services' business development initiatives by managing the bid procurement process for utility construction and storm restoration projects. This position is responsible for proactively sourcing bid opportunities, analyzing project requirements, and coordinating the assembly of proposal materials to ensure timely, compliant submissions. The Proposal Coordinator works closely with internal and external teams to source business opportunities and manage the bid process life cyle. Additional responsibilities include maintaining accurate proposal records, tracking deadlines, supporting continuous process improvement, and ensuring compliance with all company and industry standards. Through effective collaboration and organizational skills, the Proposal Coordinator directly contributes to the company’s growth, competitive edge, and reputation for delivering quality and reliability in the energy sector.

Functions

Opportunity Sourcing and Bid Procurement

- Actively source and track utility construction, storm restoration, and infrastructure bid opportunities through utility portals, public sector platforms, and client communications

- Monitor RFP, RFQ, IFB, and bid postings to identify projects aligned with company capabilities and strategy

- Maintain a pipeline of active and upcoming bid opportunities, including key dates, requirements, and pursuit status

- Coordinate internal reviews and ensure timely leadership decisions on bid pursuits

Pipeline Development & Ownership

- Own proposal schedules and drive follow-up with internal contributors to ensure deadlines are met

- Serve as point of accountability for proposal progress, preventing missed or delayed submissions

- Create and maintain ready to go proposal templates to ensure quality and timely responses

- Develop and maintain a list of key proposal content developers both internal and external

- Establish external relationships and agreements with contracting firms and individuals who can develop bid content when needed by specialty area

- Develop compliance matrices, task assignments, and submission schedules for each pursuit

- Identify stalled items, risks, or missing inputs and escalate as needed

Cross-Functional Coordination

- Partner closely with Business Development, Estimating, Operations, Safety, Finance, and Leadership

- Schedule and facilitate proposal meetings, check-ins, and review sessions

- Communicate proposal status, risks, and deadlines clearly to all stakeholders

Compliance, Reporting, & Process Improvement

- Ensure proposals meet all solicitation, regulatory, and internal compliance requirements

- Track proposal activity including submissions, awards, losses, and debriefs

- Monitor metrics such as bid volume, turnaround time, and on-time submission rates

- Improve opportunity tracking, sourcing processes, and proposal workflows

Ancillary Duties

- Developing team KPI presentations and presenting to internal stakeholders

- Maintaining accurate and up-to-date contract records and documentation

- Ensure proper documentation of all MSA-related communications

- Providing administrative support to project managers or other operational staff

- Expense control and departmental expense report support and management

- Other Duties as assigned by Manager

Education Requirements & Experience Qualifications:

- 3+ years of experience in Proposal Coordination, Business Development, Estimating Support, or Procurement

- Bachelor's degree in Business Administration, Contract Management, or related field

- Experience in sourcing bids in utility or construction environments strongly preferred

- Proficient in Microsoft Office Suite and contract management software

- Experience with utility industry regulations and compliance requirements

- Knowledge of power line construction and maintenance operations

- Experience with enterprise resource planning (ERP) systems

- Background in procurement or supply chain management

- Legal/Regulatory Knowledge & Negotiation Skills

Skills & Competencies

- Strong opportunity-sourcing and pipeline management skills

- Persistent follow-up and deadline enforcement

- Excellent written and verbal communication skills

- Ability to manage multiple priorities and meet deadlines

- Detail-oriented with strong accuracy in documentation

- Strong knowledge of utility portals, RFP Process and Bidding Processes

- Microsoft Suite, Outlook, SharePoint, MS Project, Contract Management Software etc.

- Analytical Skills and Data Visualization

Job Type:

Full-Time, Hourly (Non – Exempt) Overtime Eligible

Benefits:

- Paid Time Off

- Paid Sick Days

- Paid Holidays

- Health Insurance Options

- Life Insurance Options

- 401(k) Plans

Complexity

1. Supervisory responsibility:

- Will not supervise other resources

- Will provide guidance and recommendation to peers on processes, tools, templates

1. Scope/Financial Responsibility

- This position will employ Business Development best practices to maintain departmental continuity

Job Type:

Full-Time, Hourly (Non – Exempt) Overtime Eligible

Benefits:

- Paid Time Off

- Health Insurance Options

- Life Insurance Options

- 401(k) Plans

Physical Requirements:

- Sedentary work. Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Repetitive motion. Substantial movements (motions) of the wrists, hands, and/or fingers. The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading. Work is performed in an office environment and requires the ability to operate standard office equipment and keyboards. Must have the ability to lift and carry small parcels, packages and other items, to walk short distances, and drive a vehicle to deliver and pick up materials.

Schedule:

- Varies Due to Nature of Industry (M-F)

- Occasional Weekend Hours Required