Proposal Coordinator

Proposal Coordinator – Professional Services OPS

Reports To: National Program Executive – Utility & Public Safety

Department: Ontivity Professional Services – OPS Team

Role Summary

The Proposal Coordinator manages the development, organization, and delivery of compliant, competitive proposals for federal, state, county, municipal, utility, and public-sector clients. This role is central to Ontivity’s government, utility, and public safety contracting strategies, ensuring that every submission adheres to RFP/RFQ instructions, reflects accurate technical information, and is delivered on time.

Working in close partnership with subject-matter experts (SMEs), estimators, engineers, project managers, and Professional Services leadership, the Proposal Coordinator organizes proposal workflows, creates compliance matrices and submission schedules, drafts and edits proposal content, and prepares complete, polished proposal packages. The coordinator also manages the development of past performance narratives, key personnel resumes, and standardized proposal sections that support Ontivity’s growth in public-sector infrastructure markets.

This position supports large-scale, multi-site infrastructure pursuits and helps build Ontivity’s repeatable, competitive proposal process.

Core Responsibilities

Bid & Proposal Development

- Manage the development of bids for federal, state, local, and public-sector contracts.

- Review and interpret RFP/RFQ documents to extract requirements and ensure full compliance with instructions, formatting, and submission criteria.

- Create compliance matrices, submission schedules, and proposal checklists for each pursuit.

- Track amendments, Q&A responses, and revision updates to ensure accuracy.

Collaboration With Technical & Operational Teams

- Work with SMEs, project managers, estimators, and supply chain to gather and validate proposal inputs.

- Assist with pricing development by coordinating material quotes, labor estimates, subcontractor inputs, and supporting documentation.

- Coordinate with Professional Services leadership and regional offices to obtain technical, staffing, and project data.

Proposal Writing & Content Development

- Draft, format, and edit proposal sections including:

- Technical narratives

- Execution and management approaches

- Safety and QA/QC descriptions

- Project methodologies

- Staffing plans and organizational charts

- Build and maintain standardized proposal components used across government submissions.

- Ensure content is consistent, professional, and aligned with government formatting expectations.

Past Performance & Key Personnel Documentation

- Develop government-ready past performance statements that highlight scope, complexity, schedule, safety performance, and differentiators.

- Maintain a library of past performances aligned with federal, state, and public-sector contracting opportunities.

- Create and update standardized resumes for key personnel, ensuring alignment with role-specific government requirements and certifications.

Document Production & Submission

- Assemble complete, accurate, and compliant proposal packages (PDF or hardcopy).

- Ensure all required forms, representations, certifications, and attachments are included.

- Prepare and format final proposal documents according to government instructions.

- Coordinate electronic and physical submissions through federal and state portals to ensure on-time delivery.

Why This Role Is Important

Government and public-sector contracts are a critical growth area for Ontivity. The Proposal Coordinator strengthens Ontivity’s ability to compete by delivering disciplined, compliant, and professionally assembled proposals that reflect our technical capabilities and national footprint.

This role ensures Ontivity can pursue large-scale, multi-site infrastructure programs with confidence, consistency, and operational excellence.