Proposal coordinators help develop and submit marketing proposals by providing administrative assistance to VP of Sales and Marketing. They use word processing systems to create presentations, prepare work plans, and organize proposal content. Proposal coordinators also create computer graphics and prioritize assignments. They work with marketing and business personnel and oversee proposal development, including ensuring they keep with company standards.
Proposal coordinators also ensure documents facilitate a proposal review process and guide production in the final draft. They work closely with marketing and business personnel to develop timely high quality and competitive marketing proposals. They often utilize word processing, data processing, and industry-specific software programs to edit and finalize materials. Proposal coordinators need a bachelor's degree in English, communications, or marketing.

Responsibilities Proposal Coordinator

• Monitor bid websites (Bids & Tenders, State & Federal Bids, OpenGov, BidPrime, etc.). Access bids of interest and distribute via email to Canadian or US Ops teams noting due date, question deadline, pre-bid meeting details, scope, term and pricing matrix. If Ops wants to pursue, schedule the pre-bid meeting in the team’s calendars.
• Register to be on vendors lists (Cities , Utilities, etc.), record login information in Salesforce.
• Work with the Ops team to create shortlist presentations.
• Participate in handover of successful proposals to the project team.
• Lead proposal team assignments and initial proposal management plan.
• Provide regular updates to management, operations, and support staff regarding the proposal process.
• Oversee the proposal team, coordinating efforts and ensuring all timelines are met.
• Ensure the quality and compliance of final proposal documents.
• Contribute to assigned process improvement initiatives and support implementation.
• Coordinate development of pricing sections with the executive team as appropriate.
• Review and analyze RFP documents to ensure adequate information for budget and proposal preparation is provided.
• Respond to RFPs, RFQs, RFIs, and Bid Requests.
• Review the RFx document and layout proposal as directed. Confirm we can meet requirements and send out requests for content from the appropriate SMEs. Craft proposal (sometimes includes a schedule, org. chart etc.) Print, bind and ship or upload to the bid site.
• Ensure the control of the bidding costs for the assigned bids.
• Provide input to other cross-functional departments pertaining to prospect requests.
• Develop and share best practices with team members to enhance the quality and efficiency.
• Ensure that the proposal is free of grammar, spelling, and typographical errors.
• Preparation of high quality and accurate documents in accordance with agreed strategy and sponsor expectations under the pressure of changing timelines.
• In cases of lost bids, request a debrief meeting and distribute reasons to the team. Update Salesforce with the reason the bid was lost for reference.
• Create/Upload/Update/Maintain records of bids and contracts in Salesforce.
• Send reminders to Ops teams when contracts are set to expire.
• Other duties as required.

Qualifications for Proposal Coordinator

• Bachelor's Degree in business or marketing
• Certification in technical writing a bonus
• Prefer three (3) years of high level/executive administration experience in a fast-paced environment.
• Advanced word processing skills and proficiency in Microsoft Office suite.
• Previous experience in utilities industry helpful.
• Advanced familiarity with RFI/RFP processes and procedures.
• Editing and templating competencies.
• Strong command of English language and good communication skills.
• Solid leadership, time management, and critical thinking skills.
• Travel 5-10%