Bid & Pursuit Coordinator

Easterseals•New York, NY

7d•Onsite

About The Position

The Bid & Pursuit Coordinator provides governance, compliance, document-control, and coordination support across the active opportunity portfolio. Reporting to the Director of Opportunity Management, the role maintains schedules, actions, review records, evidence, and submission administration so Bid Managers and pursuit teams can deliver work in a controlled, timely, and auditable way. The coordinator supports pursuit administration, governance reviews, action and milestone tracking, compliance evidence management, tender submission administration, reporting, and template and knowledge management. The role also contributes to process improvements and provides flexible coordination support across the active pursuit portfolio. The position is based at 633 3rd Ave, New York, NY 10017.

Requirements

Bachelor’s degree in finance or accounting.
Experience in administration, project support, bid coordination, or business support.
Experience maintaining schedules, records, trackers, and controlled documentation.
Experience in bids, procurement, business development, or commissioned services.
Experience supporting governance or stage-gate processes.
Knowledge of tender compliance and submission administration.
Experience using CRM, project-management, bid-management, or document-control systems.
Clear written and verbal communication skills.
Strong organization, attention to detail, and follow-through.
Ability to manage multiple priorities and fixed deadlines.
Strong Microsoft Office skills and confidence working with shared document systems.
Ability to coordinate meetings, actions, and multiple contributors.

Nice To Haves

Project coordination or business administration qualification.

Responsibilities

Coordinate day-to-day support across assigned pursuits and maintain schedules, records, communications, pursuit plans, milestone schedules, calendars, contact lists, folders, and current working documents.
Coordinate meetings, reviews, and workshops; prepare agendas, circulate materials, record actions, and support Bid Managers and pursuit leads.
Schedule qualification, stage-gate, and readiness reviews; coordinate attendees; compile review packs; maintain decision, condition, and approval registers; record outcomes, owners, and deadlines; and track or escalate overdue actions.
Maintain action, milestone, and dependency logs; monitor progress against agreed dates; follow up with contributors; update pursuit status records and reporting inputs; and flag overdue or at-risk activities to the Bid Manager.
Maintain compliance matrices and evidence trackers; coordinate collection of declarations, certificates, policies, and supporting documents; check evidence status, validity, and version; record approvals and assurance activity; and support resolution of missing or incomplete items.
Maintain document registers, naming conventions, and version controls; coordinate document collection, formatting, and packaging; check required files, attachments, and forms; support authorized final upload or submission activity; and archive final materials and confirmation records.
Prepare routine status updates and dashboard inputs; maintain governance, milestone, and action metrics; support portfolio and capacity reporting; highlight data gaps, overdue actions, and exceptions; and keep reporting records current and consistent.
Maintain current Opportunity Management templates and checklists, organize pursuit governance and administration records, support filing of lessons learned, ensure standard forms and guidance are accessible, and retire duplicate or superseded documents in line with agreed controls.
Identify recurring administrative or process issues and suggest improvements to trackers, templates, working practices, operating procedures, and playbooks.
Assist with onboarding and guidance for pursuit contributors and provide flexible coordination support across the active pursuit portfolio.