Bid & Pursuit Coordinator

The Fedcap Group•New York, NY

7d•$60,000 - $68,000•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 and evidence management, submission administration, reporting, template and knowledge management, and process improvement. The role maintains accurate and accessible records, coordinates contributors and deadlines, and helps keep pursuit information current. It supports the use and improvement of Opportunity Management processes without assuming ownership of proposal content or the Bid & Proposal CoE knowledge repository.

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.
Project coordination or business administration qualification.

Responsibilities

Coordinate day-to-day support across assigned pursuits and maintain current schedules, records, and communications.
Maintain pursuit plans, milestone schedules, calendars, contact lists, pursuit folders, and working documents.
Coordinate meetings, reviews, workshops, contributor deadlines, and attendee availability; prepare agendas, circulate materials, and record actions.
Compile governance review packs and check that required content is present.
Maintain decision, condition, and approval registers; record review outcomes, owners, and deadlines; track and escalate overdue actions.
Maintain action, milestone, and dependency logs; monitor progress against dates, follow up on outstanding deliverables, and highlight overdue or at-risk activities to the Bid Manager.
Update pursuit status records and reporting inputs.
Maintain compliance matrices and evidence trackers; coordinate collection of declarations, certificates, policies, and supporting documents.
Check evidence status, validity, and version; maintain approval and assurance records; support resolution of missing or incomplete compliance items.
Maintain document registers, naming conventions, and version controls; coordinate document collection, formatting, and packaging requirements.
Check that required files, attachments, and forms are included; support final upload or submission under authorized direction; archive submitted 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.
Maintain current Opportunity Management templates, checklists, governance and administration records, standard forms, and working guidance; support filing lessons learned and retire superseded documents in line with controls.
Identify recurring administrative or process issues and suggest improvements to trackers, templates, and working practices.
Support updates to operating procedures and playbooks, assist with onboarding and guidance for pursuit contributors, and provide flexible coordination support across the active pursuit portfolio.