Proposal Coordinator

Job Title: Proposal Coordinator

Location: Baton Rouge, LA

Industry: Construction / Infrastructure / Civil Engineering

Employment Type: Full-Time | Executive Level

Position Summary:

Our client is seeking a Proposal Coordinator who plays a vital role in supporting the company's business development initiatives and contract acquisition strategies by overseeing the preparation, organization, and timely submission of over 200 formal proposals annually. These proposals are critical to securing contracts for emergency debris removal and disaster response services at the federal, state, and local government levels.

This position ensures that all proposals are completed in compliance with solicitation requirements, formatted professionally, and submitted by the specified deadlines. Additionally, the Proposal Coordinator provides essential administrative and logistical support to debris leadership team, contributing directly to the company’s operational growth and long-term success in competitive procurement environments.

Responsibilities:

Proposal Development

• Lead and coordinate all phases of the proposal lifecycle, from initial planning through final submission, ensuring timely, accurate, and compliant responses to solicitations.
• Analyze bid documents (RFPs, RFQs, IFBs) to identify key requirements, evaluation criteria, and submission instructions.
• Write, edit, and format proposal content, including technical narratives, project descriptions, team qualifications, and resumes tailored to each opportunity.
• Interview technical staff and subject matter experts to gather relevant information and craft compelling, client-focused content.
• Track solicitation amendments and incorporate changes into the proposal response as needed.
• Ensure consistent proposal structure, compliance with requirements, and alignment with win strategies.
• Perform final quality assurance and compliance reviews across all proposal volumes prior to submission.

Production and Submission Logistics

• Oversee the final production and delivery of physical and digital proposal submissions, including printing, binding, packaging, labeling, and coordinating shipments (e.g., FedEx or courier services) when required.
• Support pre-bid activities such as registration for site visits or pre-bid meetings, submission of clarification questions, and compliance documentation.

Data and Content Management

• Request, track, and manage the timely receipt of technical data and support documents from internal departments and external partners.
• Maintain and organize proposal content, templates, and submission materials in accordance with department protocols and version control standards.
• Manage company registrations, credentials, and access on government and private sector bid portals.

Process Improvement and Strategy

• Participate in the ongoing refinement of proposal development processes, including the creation of tools, templates, and best practices to improve efficiency and effectiveness.
• Contribute to department-wide continuous improvement initiatives focused on content management systems, data tracking, and rapid response capability.
• Develop a strong understanding of the company’s disaster response and recovery operations to ensure proposals reflect key strengths and differentiators.

Required Skills and Qualifications

• Exceptional organizational skills with a keen eye for detail and accuracy.
• Proven ability to manage multiple proposals and meet strict deadlines in a fast-paced environment.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Adobe Acrobat.
• Strong written and verbal communication skills.
• Ability to work collaboratively in a team-oriented environment with a positive and professional demeanor.
• Process-driven mindset and a proactive approach to problem-solving.

Preferred Qualifications

• APMP Certification preferred
• 1-3 years of technical writing or proposal writing experience
• Strong editing and proofreading capabilities.
• Previous experience in procurement, government contracting, or proposal development.
• Familiarity with emergency management, disaster response, debris removal, or construction industries.
• Experience using Adobe InDesign or similar desktop publishing software.

Benefits:

• Medical, Dental, Vision, Life, and Disability
• 401K
• Paid Time Off