Proposal Coordinator I

Overview We are designing the grid of the future!

The Proposal Coordinator I supports business development and growth by assisting with the coordination, development, and submission of compliant, well-organized proposal deliverables. This role focuses on executing defined proposal tasks under guidance, supporting proposal teams with organization, formatting, data management, and documentation, and ensuring adherence to established standards, processes, and timelines.

The Proposal Coordinator I builds foundational proposal, systems, and coordination skills while contributing to proposal quality, efficiency, and on-time submission across assigned pursuits.

Responsibilities How you can make an impact : Proposal Development & Support

- Prepare bid/no bid summaries for leadership review.

- Assist with drafting proposal responses using Qvidian under direction.

- Develop first drafts of task matrices and summarize evaluation criteria to support proposal team guidance.

- Proofread proposal content to ensure continuity, accuracy, and adherence to branding and formatting standards.

- Expedite information gathering, compilation, data entry, and formatting as needed.

- Support proposal submission activities as directed, including file preparation and verification of requirements.

Proposal Coordination & Execution

- Attend RFP pre-bid calls and capture non-technical meeting notes for distribution.

- Create Microsoft Teams chats for assigned RFPs.

- Support proposal project plans in Teams to track milestones and deadlines.

- Schedule progress calls and color team reviews (pink, gold, red) as directed.

- Track action items and send follow-ups and reminders to contributors.

- Track Q&A, addenda, and clarifications and update project documentation accordingly.

Systems, Tools & Data Management

- Enter, track, and update opportunities in Salesforce for active RFPs.

- Update RFP portal databases with login and access information.

- Create and maintain RFP folders on the Proposal Management SharePoint site.

- Save post-submission documents, including debrief reports, in Salesforce and designated SharePoint folders.

- Maintain company profiles, certifications, licenses, and compliance documents on procurement and bidding portals.

Content, Resume & Library Management

- Maintain and update project descriptions in the Projects Database.

- Develop new project-based resumes for newly hired staff using approved templates.

- Format and update team resumes to ensure consistency in layout, fonts, and styles.

- Maintain organized proposal files, templates, and records.

- Support audits of Qvidian content to identify duplicate scope or formatting gaps.

Post-Submission & Debrief Support

- Support coordination of post-submission activities such as clarifications and BAFOs, as directed.

- Assist with requesting and documenting lost debriefs.

- Support scheduling of debrief meetings and distribution of summaries.

Performance Criteria

- Standards Adherence: Consistently follows established brand, formatting, compliance, and documentation standards.

- Task Execution: Completes assigned proposal tasks accurately and on time within defined workflows.

- Organization & Reliability: Maintains organized files, systems, and records while meeting deadlines and commitments.

- Stakeholder Support: Responsively supports proposal team members and contributes positively to coordinated efforts.

- Quality Awareness: Identifies formatting errors, inconsistencies, and missing information and escalates as appropriate.

- Growth Awareness: Demonstrates understanding of how proposal activities support business development and revenue goals.

Technical Skills

- Working knowledge of Microsoft Word, Excel (basic functions and formulas), and PowerPoint

- Familiarity with or ability to learn proposal and CRM systems including Qvidian, Salesforce, SharePoint, and Microsoft Teams

- Ability to follow structured workflows and track tasks across multiple systems

- Basic understanding of proposal compliance, documentation, and version control

Qualifications

Bring your passion, here's what’s needed: Qualifications & Experience

- Bachelor’s degree in Business, Communications, Marketing, Management, or a related field (or equivalent experience)

- 0–2 years of experience in proposal coordination, marketing, administrative support, or a related role

- Exposure to RFIs, RFPs, or RFQs preferred but not required

Core Skills & Attributes

- Strong attention to detail and accuracy

- Clear written and verbal communication skills

- Strong organizational and follow-up skills

- Ability to prioritize tasks and manage deadlines with guidance

- Willingness to learn proposal systems, processes, and best practices

- Professional, collaborative, and receptive to feedback

Position Type/Expected Hours Of Work

This is a full-time position, and general hours of work and days are Monday through Friday, 8:00 a.m. to 5:00 p.m. Must be willing to work extended hours, including evenings and weekends when necessary to ensure timely delivery of RFPs.

Lead the Change!

Be a part of an innovative team shaping the grid of the future through advanced energy intelligence . For more than half a century, Electric Power Engineers (EPE) has partnered with power and energy clients across the globe, providing consulting expertise and energy intelligence software solutions for complex engineering and grid modeling challenges. As leaders in the renewables space, we are focused on building a modern, secure, and resilient grid. Join us in making an impact on the communities we serve and the environment in which we live. Together we can transform the future of energy.

How We Support You

- Comprehensive health and wellness benefits including medical, dental, and vision with 100% premium coverage for you

- Generous PTO and paid holidays

- MyShare Employee Ownership Program

- Work with industry leaders

- 401K, up to a 4% match (100% vested from day 1)

Location

: This position will be located in US

Travel

: Occasional travel may be needed (10 % or less )

EPE is an equal opportunity/AA/Disability/Veteran employer. The EEO is the Law poster, and its supplement are available using the following links: EEOC is the Law Poster

Third-Party Recruiting Notification

EPE does not accept unsolicited resumes from

third-party recruiters

. Any unsolicited third-party resumes forwarded by recruiters to EPE via our career page or to any of our managers or employees will be considered public information, may be treated as a direct application from the person identified in the resume, and will not be eligible for placement fee payment to the agency. EPE will not pay a fee to a third-party recruiter or agency without a previously signed third-party agreement and has not coordinated their recruiting activity with the appropriate member of the Talent Acquisition team.