What are the responsibilities and job description for the Proposal Coordinator position at Keolis Commuter Services?
Job Details
Description
Role Title: Proposal Coordinator
Manager: VP Rail Development
Manager-once-Removed: EVP Market Development and Innovation
Location: Boston (Hybrid)
Skills
High-level Responsibilities
Drug and alcohol screening: Employment contingent upon passing pre-employment drug and alcohol screen. Also, contingent upon receiving a favorable background check. Must pass a physical examination.
Safety commitment: Safety is a way of life at Keolis. By placing safety first, we ensure the wellbeing of our employees, customers, and communities. Together we can become the most successful transportation company in the world.
Environmental commitment: Keolis is committed to protecting the environment by minimizing the impact of operations to our people and the communities in which we operate.
EEO statement: Our policy is to afford Equal Employment Opportunity to qualified individuals regardless of their race, color, sex, religion, age, creed, marital status, national origin, ancestry, physical or mental disability, sexual orientation, or gender identification. We maintain a drug-free workplace and perform pre-employment substance abuse testing.
Disclaimer and closing statement: The above statements are intended to describe the general nature and level of work performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of employees assigned to this job. Keolis is committed to offering our employees competitive compensation and benefits, opportunities for development and growth throughout an exciting and rewarding career, and the safest work environment possible
Description
Role Title: Proposal Coordinator
Manager: VP Rail Development
Manager-once-Removed: EVP Market Development and Innovation
Location: Boston (Hybrid)
Skills
- Excellent writing and editing skills, with strong attention to detail
- Proficiency in graphic design and document formatting to ensure visually compelling documents
- Strong organizational skills, with the ability to work under tight deadlines and manage multiple deadlines simultaneously
- Ability to review and interpret procurement requirements for compliance and submission guidelines
- Excellent communication and collaboration skills
- Analytical and research skills
- Bachelor's or College degree in English, Business, Engineering, Business/Administration, Law Degree, Technical or 3 -5 years of experience in an administrative, or similar role
- Proficiency with Microsoft Office Suite
- Experience with SharePoint & Salesforce a plus
- Transit experience a plus
High-level Responsibilities
- Initiate and maintain excellent internal and external connections.
- Create and maintain project planners / trackers to monitor bid compliance and progress.
- Support SME's in writing and compliance by developing / surfacing relevant past content including from other regions.
- Research client and opportunity background prior to release, including but not limited to filing for FOIA requests, updating Salesforce database, researching Board minutes, etc.
- Ensure strict formatting and consistency across the proposal.
- Collect and validate information from internally and from subcontractors (forms, financials, certifications).
- Validate key personnel against job descriptions and produce compliant, develop template and uniform resumes, interview further as needed.
- Adapt quickly to changing bid requirements and team priorities.
- Continuously refine and innovate the proposal process.
- Ongoing Salesforce activities, BD library (including in coordination with other regions)
- Research client organization/pursuit
- Relevant board meetings (attend as needed)
- Gather intelligence to form a holistic bid strategy and capture client priorities.
- Review previous bid materials for reusable content and lessons learned.
- Develop an initial PMP/guide for the upcoming bid (scope, timeline, required sections, responsible owners).
- Maintain support documentation (bid tracker, etc.), regular calls.
- Track technical requirements, evaluation factors, grading criteria, page limits, required fonts/sizing, submission method, and timeline.
- Create and enforce proposal templates and formatting guidelines, ensure consistent fonts, spacing, headings, verb tense, and verbiage usage.
- Collect and manage required materials
- Prepare and validate resumes for key personnel, interview further as needed.
- Compliance monitoring and quality control, flag as needed in a timely manner.
- Review the full proposal for consistent terminology, formatting, and alignment with solicitation requirements.
- Run final compliance checks against RFP checklist before submission.
- Ability to flag/add text, illustrations, etc. as needed.
- Regularly evaluate and develop new methods to streamline proposal creation and compliance
Drug and alcohol screening: Employment contingent upon passing pre-employment drug and alcohol screen. Also, contingent upon receiving a favorable background check. Must pass a physical examination.
Safety commitment: Safety is a way of life at Keolis. By placing safety first, we ensure the wellbeing of our employees, customers, and communities. Together we can become the most successful transportation company in the world.
Environmental commitment: Keolis is committed to protecting the environment by minimizing the impact of operations to our people and the communities in which we operate.
EEO statement: Our policy is to afford Equal Employment Opportunity to qualified individuals regardless of their race, color, sex, religion, age, creed, marital status, national origin, ancestry, physical or mental disability, sexual orientation, or gender identification. We maintain a drug-free workplace and perform pre-employment substance abuse testing.
Disclaimer and closing statement: The above statements are intended to describe the general nature and level of work performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of employees assigned to this job. Keolis is committed to offering our employees competitive compensation and benefits, opportunities for development and growth throughout an exciting and rewarding career, and the safest work environment possible