Proposal Coordinator

Proposal Coordinator JOB FUNCTION / PURPOSE The Proposal Coordinator is responsible for the generation of proposals, statement of qualifications, and presentations across multiple business units, including Operations & Maintenance, Engineering and our SCADA/Automation & Intelligence team. Candidates are required to have proposal writing experience in Water/Wastewater or Engineering company. PRIMARY RESPONSIBILITIES Proposal Project Management: Take direction from Proposal Manager regarding overall proposal strategy and planning. Oversee the entire proposal process for assigned proposals, SOQs and interview preparations from initial concept to final submission, including creating and maintaining detailed schedules and development plans to meet deadlines and RFP requirements. Interfaces with Business Development and Operations staff to assess business needs and create project plans. Content Development and Coordination: Collect, review, and edit proposal content within both Word and InDesign, and in team meetings, from subject matter experts (SMEs) to ensure clarity, consistency, and compliance. Draft content when needed for review by SMEs. Design and Production: Develop and oversee the visual design and production of proposal documents, ensuring layout, graphics, and formatting meet RFP requirements and align with company branding. Team Collaboration: Lead proposal kickoff and debrief meetings, coordinate contributors, hold team accountable for assigned deliverables, and facilitate communication across the team. Receives and utilizes team feedback to enhance drafts. Works collaboratively with Corporate Communications and Marketing to develop and establish messaging along with the look and feel of products. Quality Control: Ensure proposals meet company standards for formatting, graphics, and branding, and perform research to resolve content or compliance issues. Documentation and Archiving: Maintain a centralized library of proposal templates, boilerplate text, and past submissions for future use. Update materials as needed. Business Development Support: Assist in researching/tracking new opportunities, tracking proposal outcomes, and participating in debrief sessions to improve future submissions. EDUCATION, EXPERIENCE AND SKILLS Education/Experience:  BA/BS Degree in English, Marketing, Business, Communications or a related field and 3-5 years related experience.  Previous project/proposal management experience. Technical Qualifications: Adobe Suite (InDesign, Illustrator, Photoshop), Microsoft Office (Word, Excel, Power Point). Time/Project Management: Highly organized and dependable with the ability to multi-task, collaborate, and work independently. Balances competing priorities, scheduling issues, and deadlines—for yourself and others. Organization/Quality: Extreme attention to detail, with the ability to pay close attention to requirements, content details, etc. when working on a prequalification or proposal to ensure compliance with all requirements. Advanced Editorial Abilities: Must be a skilled writer/editor and able to effectively communicate highly technical concepts, terms, and processes to varying audiences. Communication: Ability to establish productive working relations within the team. Ability to take and provide feedback to further collaboration and the end product. Strategic Ability to support the department and company goals. Leadership and Initiative: Acts in accordance with company vision, mission, and values. Takes accountability for own performance. Willing to take on additional assignments in support of the team. Seeks out opportunities for leadership and development. PHYSICAL DEMANDS: The work environment is characteristic of an office environment: sitting, standing, walking, bending and lifting are required to perform job responsibilities. The employee must occasionally lift and move up to 20 lbs.  TRAVEL: 5-10% An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, age, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.