Vendor and RFP Coordinator

Department: Operations

Location: United States - Voorhees, NJ

Description

At Utilities One, we are driven by innovation, operational excellence, and a commitment to building the future of critical infrastructure. As a trusted turnkey solutions provider across telecom, power, water, renewable energy, and data center sectors, we deliver high-quality services that connect and empower communities. In addition to our core operations, we offer specialized consulting services that help our clients design, optimize, and execute complex infrastructure projects with confidence and precision. We believe our greatest strength is our people — a team of dedicated professionals who bring expertise, collaboration, and integrity to everything they do. Join us and become part of a growing organization where your contributions make a meaningful impact.

We are looking for a qualified Vendor & RFP Coordinator – Water Utilities.

The Vendor & RFP Coordinator will be responsible for managing vendor relationships and coordinating the full lifecycle of Request for Proposals (RFPs) within the Water Utilities division. This role plays a critical part in supporting business growth by identifying opportunities, preparing competitive proposals, and ensuring alignment between internal teams and external partners.

Key Responsibilities

RFP & Proposal Management

• Monitor and identify new RFP, RFQ, and bid opportunities within the water utilities sector
• Coordinate end-to-end RFP process including review, qualification, and submission
• Prepare and compile proposals, ensuring compliance with all technical and commercial requirements
• Collaborate with engineering, operations, and finance teams to gather required inputs
• Maintain proposal templates, boilerplate content, and supporting documentation
• Track submission deadlines and ensure timely delivery of proposals

Vendor Management

• Source, onboard, and maintain relationships with subcontractors, suppliers, and service providers
• Evaluate vendor capabilities, pricing, and performance
• Maintain a centralized vendor database with up-to-date qualifications, certifications, and agreements
• Coordinate vendor participation in bids and ensure alignment with project requirements
• Support contract negotiations and vendor agreements in coordination with leadership

Market Research & Strategy Support

• Conduct market research to identify new business opportunities and trends in water utilities
• Support pricing strategies and competitive analysis for proposals
• Assist leadership with go/no-go decisions for bidding opportunities

Process & Compliance

• Ensure all proposals and vendor activities comply with company policies and client requirements
• Maintain organized records of all RFPs, submissions, and vendor documentation
• Continuously improve internal processes for efficiency and scalability
  
  

Skills, Knowledge and Expertise

• Bachelor’s degree in Business Administration, Engineering, Construction Management, or related field
• 2–5 years of experience in RFP coordination, procurement, or vendor management (utilities or construction industry preferred)
• Experience working with public sector bids and government contracts is a strong plus
• Strong organizational and project management skills with attention to detail
• Ability to manage multiple deadlines in a fast-paced environment
• Proficiency in Microsoft Office (Excel, Word, PowerPoint); experience with ERP/CRM systems is a plus
• Excellent communication and cross-functional collaboration skills
  
  

Preferred Experience

• Experience in water utilities, infrastructure, or civil construction projects
• Familiarity with bidding platforms (e.g., government procurement portals)
• Understanding of contract terms, scopes of work, and pricing structures
  
  

Benefits

• Health Insurance plans (health, dental, vision);
• Whole Life Insurance;
• 401k Plan;
• PTO/Paid Holidays;
• Great Work Environment;
• Career Advancement Opportunities.