Proposal Coordinator

The Proposal Coordinator will generally audit new proposals, make changes to existing proposals, and develop contracts. The job also involves keeping a database of outgoing proposals, deadlines, and submittals, so computer skills will certainly be utilized in this position. The Proposal Coordinator should also renew items before they lapse and write bid packages in accordance with laws and regulations; this is usually done with the help of a lawyer. Those in this position will review bid insurance requirements and have them approved by the local government and are also in charge of making sure any other forms and approvals are obtained before construction begins. The Proposal Coordinator will also collaborate with the estimating teams daily.

Responsibilities

- Proposal Coordination

: Coordinate and manage the proposal development process from start to finish.

- Receive bid notice, and keep an updated log of all bids

- Put bidding information together to be sent to the Owner, including the ordering of bid bonds, and Certificates of Insurance.

- Setup bid sheets and prepare bidding information

- Submit proposals to owners and maintain proposal schedules and deadlines.

- RFP Analysis

: Review and analyze RFPs (Request for Proposals) to identify requirements and evaluation criteria.

- Writing and Editing

: Write, edit, and format proposals to ensure clarity, compliance, and quality.

- Conduct research to support proposal content and strategy

- Work with proposal writers and subject matter experts.

- Collaboration

: Work with cross-functional teams to gather necessary information and inputs. Work heavily with estimating team.

- Contract Management

: Review RFP contracts, explain terms and conditions, ensure compliance, and analyze risks.

- Stay up-to date with legislative changes and coordinate with the legal department as needed.

- Ensure all contract related documents are stored according to company policy and procedures and maintain detailed and organized files.

- Documentation

: Maintain organized systems of physical and digital records, create language standards, and ensure proper execution of documents.

- Coordination Support

: Provide secretarial and administrative support to the Director of Project Development.

- Place calendar invites to bidding team

- Keep an updated list of all awarded projects

- Answer general phone inquiries using a professional and courteous manner and direct them to the appropriate staff members

- Sort incoming mail and courier deliveries for distribution and prepare and send outgoing mail and courier parcels.

- Maintain a repository of proposal templates and best practices.

- Other duties as assigned