Proposals & Project Coordinator

Who We Are-

Jamail & Smith has been delivering quality construction services since 1982, with a strong reputation for customer service, responsiveness, and operational excellence. We specialize in Job Order Contracting and Competitive Sealed Proposal construction services, supporting clients across the K-12, higher education, government, municipal, and healthcare markets.

With thousands of successfully completed projects and long-standing relationships with public entities throughout Texas and Louisiana, our team is built around accountability, collaboration, and delivering on our commitments. We are continuing to grow and are looking for detail-oriented professionals who enjoy working behind the scenes to keep important initiatives organized, on schedule, and moving forward.

About the Role-

Jamail & Smith is seeking a highly organized, deadline-driven Proposals & Project Coordinator to support our proposal and business development efforts.

This is a process-focused, administrative coordination role designed for someone who enjoys checklists, deadlines, document organization, follow-up, and keeping multiple moving pieces on track.

The Proposals & Project Coordinator will help manage the administrative side of the proposal process from the time an opportunity is identified through final submission. You will work closely with our Proposal & Marketing team, Business Development, Project Managers, Estimators, Regional Managers, and company leadership to gather information, track requirements, coordinate deliverables, and ensure proposals are accurate, complete, compliant, and submitted on time.

This role is ideal for someone who takes pride in being dependable, organized, and thorough. You do not have to be the most creative person in the room — we are looking for someone who is excellent at execution, organization, follow-through, and meeting deadlines.

What You'll Do-

Proposal & Pursuit Coordination

• Coordinate RFQ, RFP, CSP, SOQ, and qualification package submissions from initial receipt through final delivery.
• Review solicitation documents and identify required forms, attachments, certifications, signatures, and submission requirements.
• Create and maintain proposal checklists, compliance matrices, schedules, and internal deadlines.
• Track proposal requirements and ensure all requested information is received and completed on time.
• Coordinate information and deliverables from Project Managers, Estimators, Regional Managers, Business Development, and other internal departments.
• Follow up with team members on outstanding items and help keep proposal deadlines moving forward.
• Organize and maintain proposal files, folders, drafts, supporting documentation, and final submissions.
• Assemble digital and printed proposal packages.
• Coordinate signatures, notarizations, bonds, certifications, and other required proposal documentation.
• Perform detailed quality-control reviews for completeness, accuracy, consistency, and compliance prior to submission.
• Assist with electronic uploads, courier coordination, printing, binding, and delivery of proposal packages when required.

Project & Administrative Coordination-

• Maintain proposal schedules, pursuit trackers, calendars, and deadline lists.
• Coordinate kickoff meetings, internal proposal meetings, and interview preparation meetings.
• Prepare agendas, track action items, and follow up on assigned responsibilities.
• Maintain organized records of active, pending, submitted, and awarded pursuits.
• Assist with tracking proposal results, award information, and related documentation.
• Support leadership and project teams with administrative tasks related to proposals, qualifications, and business development initiatives.
• Help maintain accurate company information used throughout proposal submissions.

Content & Document Management-

• Maintain and update employee resumes, project sheets, company qualifications, certifications, licenses, references, and other frequently used proposal materials.
• Maintain proposal templates, boilerplate content, project data, and standard company information.
• Organize and update the proposal content library to ensure information is current and easy to locate.
• Assist with formatting resumes, project profiles, qualification packages, and other proposal documents.
• Proofread materials for spelling, grammar, accuracy, consistency, and completeness.
• Maintain organized electronic files and document naming standards.

Team Support-

• Work closely with the Proposal & Marketing team to support multiple concurrent deadlines.
• Assist with interview materials, presentations, leave-behind packages, and other pursuit-related materials.
• Provide administrative support during periods of high proposal volume.
• Assist with additional company initiatives and special projects as needed.

What We're Looking For-

• 2 years of experience in proposal coordination, project coordination, administrative support, document control, or a similar deadline-driven role.
• Experience coordinating RFQs, RFPs, SOQs, proposals, bids, or other formal submissions is strongly preferred.
• Experience within commercial construction, architecture, engineering, professional services, or another deadline-driven industry is a plus.
• Exceptional organizational and time-management skills.
• Strong attention to detail and ability to catch missing information or inconsistencies.
• Ability to manage multiple assignments and deadlines simultaneously.
• Strong follow-through and willingness to proactively track down information needed to complete a task.
• Comfortable holding others accountable to internal deadlines and following up when deliverables are outstanding.
• Strong written communication, proofreading, and document-formatting skills.
• Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and Adobe Acrobat.
• Experience with Adobe InDesign is preferred but not required.
• Ability to learn new systems, templates, and processes quickly.
• A team-first attitude and willingness to jump in wherever needed.

You'll Be Successful in This Role If You Are

• Checklist-oriented — You enjoy tracking tasks and making sure every box gets checked.
• Deadline-driven — You take ownership of due dates and do not wait until the last minute.
• Detail-focused — You notice missing attachments, incorrect information, formatting inconsistencies, and incomplete requirements.
• Persistent — You are comfortable following up with people multiple times when something is needed.
• Organized — You naturally create order out of multiple documents, deadlines, contributors, and priorities.
• Dependable — When you say something will get done, your team knows they can count on you.
• Comfortable in a fast-paced environment — You can shift priorities and manage several active pursuits at once.
• Execution-focused — You enjoy taking a plan and making sure it actually gets completed.

Why You'll Love Working at Jamail & Smith

• Build a Career, Not Just a Job – We invest in professional development, training, mentorship, and opportunities for advancement.
• Grow With Us – Join a growing public-sector construction company where your work directly supports our ability to win new projects and expand into new markets.
• Collaborative, Team-First Culture – Work alongside experienced professionals who value accountability, communication, and teamwork.
• Visible Impact – This position plays an important role in helping Jamail & Smith pursue and win new work.
• Meaningful Work – Help support construction projects that improve schools, universities, healthcare facilities, government buildings, and communities throughout Texas and Louisiana.
• Competitive Benefits Package – 3 weeks of paid time off, 401(k) with company match, medical, dental and vision insurance, paid holidays, professional development, and continuing education opportunities.