Proposal Coordinator I

THREE NOTCH GROUP INC•Andalusia, AL

1d•Hybrid

About The Position

The Proposal Coordinator is responsible for coordinating, developing, managing, and continuously improving proposal and qualification-based pursuits that support Three Notch Group's growth strategy. This role works closely with business development professionals, technical staff, leadership, and pursuit teams to facilitate compliant, high-quality, client-focused submissions while maintaining proposal resources, leveraging technology, improving processes, and supporting consistent pursuit execution across the organization. The Proposal Coordinator serves as a critical partner in ensuring that Three Notch Group presents compelling, accurate, and professional qualifications, proposals, and marketing materials that align with company standards and strategic objectives.

Requirements

Bachelor's degree in Marketing, Communications, Business Administration, English, Journalism, Public Relations, Technical Writing, or a related field preferred.
Minimum of 2-5 years of experience in proposal coordination, marketing, business development support, communications, or a related discipline.
Experience coordinating proposals, Statements of Qualifications (SOQs), SF330s, letters of interest, or similar professional services pursuits preferred.
Demonstrated ability to manage multiple deadlines, assignments, and priorities simultaneously.
Experience working collaboratively with technical professionals, project managers, business development teams, and leadership.
Knowledge of proposal-development processes, compliance requirements, and submission best practices preferred.
Experience maintaining proposal databases, resumes, project descriptions, and qualifications information.
Familiarity with CRM, proposal-management, document-management, or content-management systems preferred.
Ability to maintain confidentiality and exercise discretion when handling sensitive information.
Valid driver's license and ability to travel occasionally, if required.
Excellent written, verbal, editing, proofreading, and communication skills.
Strong organizational and time-management abilities.
Ability to manage multiple projects and deadlines simultaneously.
Strong attention to detail and commitment to quality.
Ability to interpret and follow RFQ/RFP requirements and submission instructions.
Strong interpersonal and collaboration skills.
Ability to work effectively with technical professionals, pursuit teams, leadership, and external partners.
Strong problem-solving and critical-thinking skills.
Proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and Teams.
Ability to learn and effectively use proposal-management, CRM, content-management, and AI-enabled tools.
Ability to maintain accurate records and proposal resources.
Ability to connect proposal-development activities to organizational growth and business-development objectives.
Prolonged periods sitting at a desk and working on a computer.
Seeing, hearing, talking, standing, stooping, bending, walking, reading, and writing.
Reaching with hands and arms.
Ability to lift 25 pounds or more.
Ability to work extended hours when necessary.
Prolonged periods sitting at a desk and working on a computer.
Seeing, hearing, talking, standing, walking, reading, and writing.
Reaching with hands and arms.
Ability to lift up to 25 pounds occasionally.
Ability to work extended hours periodically to meet proposal deadlines.

Responsibilities

Collaborate with capture teams, technical professionals, and pursuit stakeholders to develop compelling, client-focused proposals that communicate Three Notch Group's understanding of client needs, relevant experience, project approach, differentiators, and value proposition.
Assist in developing and maintaining win themes, executive summaries, project descriptions, resumes, and customized proposal content.
Ensure designated strategic and priority pursuits include client-focused messaging and differentiators aligned with client needs and project objectives.
Support the development of proposal content that effectively communicates the value, expertise, and capabilities of Three Notch Group.
Coordinate the end-to-end development of assigned proposals, Statements of Qualifications (SOQs), SF330s, letters of interest, and other pursuit-related submissions.
Review RFQs and RFPs and identify proposal requirements and compliance obligations.
Develop compliance matrices and proposal outlines.
Establish and maintain internal deadlines.
Coordinate proposal kickoff meetings.
Manage proposal production through final quality review and submission.
Ensure compliance reviews are completed prior to submission.
Develop and manage proposal schedules, assignments, milestones, reviews, and deliverables in collaboration with leadership, client relationship managers, technical professionals, and pursuit team members.
Proactively identify schedule challenges and resource risks that may affect pursuit success.
Escalate issues as necessary to maintain proposal schedules and deadlines.
Facilitate timely communication and follow-up regarding assignments and deliverables.
Maintain accurate, current, and accessible proposal resources within company systems.
Manage employee resumes, project descriptions, project experience data, client information, firm qualifications, licenses, certifications, boilerplate content, and reusable marketing materials.
Partner with appropriate team members to validate and update proposal resources regularly.
Ensure updated and revised content is appropriately stored following proposal closeout activities.
Assist in developing, benchmarking, documenting, and refining company proposal standards, templates, workflows, graphics, messaging, and quality-control practices.
Promote consistency with company branding and quality standards while allowing appropriate customization for clients, markets, and pursuits.
Identify recurring proposal issues and assist in implementing process improvements.
Support periodic review and updating of templates, standards, and reusable proposal resources.
Support pursuit activities that contribute to organizational growth and business development objectives.
Track and monitor shortlist rates, win rates, and other proposal performance indicators.
Assist in maintaining efficient proposal-development processes that support successful pursuit execution.
Promote quality, consistency, and compliance in proposal submissions to support competitive positioning and reduce preventable disqualifications.
Support reporting and analysis related to pursuit activity and performance trends.
Responsibly leverage approved AI technologies, automation tools, proposal-management systems, and emerging technologies to improve proposal quality, efficiency, consistency, and effectiveness.
Utilize technology while maintaining appropriate human review, confidentiality, data security, and brand standards.
Identify time-saving and quality-enhancing applications of approved technology.
Demonstrate and document measurable proposal-process improvements.
Track proposal activity and pursuit outcomes.
Facilitate proposal closeout activities following submission and selection decisions.
Collect and analyze available client debrief information, pursuit-team feedback, win/loss data, shortlist results, and lessons learned.
Identify trends and recommend improvements to proposal-development practices.
Document lessons learned and support their incorporation into future pursuit efforts.
Promote continuous learning and improvement within the proposal-development process.
Unity through collaboration across pursuit teams.
Accountability through dependable follow-through and deadline ownership.
Relationships through trusted partnerships with technical professionals, leaders, and clients.
Advocacy through client-focused messaging and support of the firm's best interests.
Responsibility through careful stewardship of information, quality, and resources.
Growth through continuous learning, technology adoption, lessons learned, and process improvement.