Proposal Coordinator

Responsibilities

• Review solicitation materials, prepare proposal drafts, complete required forms, collect supporting documentation, and ensure all requirements are addressed accurately and on schedule.
• Create compliance sections in proposals, ensure all bid response forms are accurate, complete, and properly prepared, including Adobe forms and proposal redactions.
• Ensure forms are complete, compliant, and aligned with RFP signature, seal, and notarization requirements.
• Read and review RFPs, attachments, and addenda, review and understand DBE requirements for each bid.
• Coordinate with internal departments to request bank letters, bonds, tax information, insurance documentation, and contract exceptions from Legal and Risk.
• Create RFP-compliant proposal draft outlines as needed, work with Legal and Risk to obtain required exceptions, forms, and compliance documentation.
• Review forms, proposals, and attachments for RFP compliance, prepare formal questions related to RFP requirements.
• Update Salesforce, Responsive, and Microsoft Teams sites as needed, monitor bid sites daily for addenda and updates.
• Participate in strategy calls and related project meetings, provide administrative support to the Production team as needed.

Qualifications

• Education: Associate’s or bachelor’s degree in business, Communications, English, Marketing, Public Administration, Transportation, or a related field preferred. Equivalent professional experience may be considered.
• Experience: One (1) – three (3) years of experience in proposal coordination, government contracting, document management, technical writing, administrative support, or a related field. Public-sector procurement experience preferred. Transit, transportation, consulting, engineering, or service-industry experience preferred.
• Knowledge, Skills & Abilities: Exceptional organizational and time-management skills, strong reading comprehension and attention to detail, ability to interpret complex solicitation requirements, excellent proofreading, document formatting, and quality-control skills, proficiency in Microsoft Word (styles, templates, tables, and formatting), working knowledge of Excel, PowerPoint, Adobe Acrobat, Microsoft Teams, and Salesforce, experience with Responsive (formerly RFPIO) and SharePoint preferred, ability to manage multiple concurrent assignments and deadlines, strong written and verbal communication skills, ability to work effectively across departments and with external partners.