Proposal Coordinator I

Electric Power Engineers • Austin, TX

1d • Onsite

About The Position

The Proposal Coordinator I supports business development and growth by assisting with the coordination, development, and submission of compliant, well-organized proposal deliverables. This role focuses on executing defined proposal tasks under guidance, supporting proposal teams with organization, formatting, data management, and documentation, and ensuring adherence to established standards, processes, and timelines. The Proposal Coordinator I builds foundational proposal, systems, and coordination skills while contributing to proposal quality, efficiency, and on-time submission across assigned pursuits.

Requirements

• Working knowledge of Microsoft Word, Excel (basic functions and formulas), and PowerPoint
• Familiarity with or ability to learn proposal and CRM systems including Qvidian, Salesforce, SharePoint, and Microsoft Teams
• Ability to follow structured workflows and track tasks across multiple systems
• Basic understanding of proposal compliance, documentation, and version control
• Bachelor’s degree in Business, Communications, Marketing, Management, or a related field (or equivalent experience)
• 0–2 years of experience in proposal coordination, marketing, administrative support, or a related role
• Strong attention to detail and accuracy
• Clear written and verbal communication skills
• Strong organizational and follow-up skills
• Ability to prioritize tasks and manage deadlines with guidance
• Willingness to learn proposal systems, processes, and best practices
• Professional, collaborative, and receptive to feedback

Nice To Haves

• Exposure to RFIs, RFPs, or RFQs preferred but not required

Responsibilities

• Prepare bid/no bid summaries for leadership review.
• Assist with drafting proposal responses using Qvidian under direction.
• Develop first drafts of task matrices and summarize evaluation criteria to support proposal team guidance.
• Proofread proposal content to ensure continuity, accuracy, and adherence to branding and formatting standards.
• Expedite information gathering, compilation, data entry, and formatting as needed.
• Support proposal submission activities as directed, including file preparation and verification of requirements.
• Attend RFP pre-bid calls and capture non-technical meeting notes for distribution.
• Create Microsoft Teams chats for assigned RFPs.
• Support proposal project plans in Teams to track milestones and deadlines.
• Schedule progress calls and color team reviews (pink, gold, red) as directed.
• Track action items and send follow-ups and reminders to contributors.
• Track Q&A, addenda, and clarifications and update project documentation accordingly.
• Enter, track, and update opportunities in Salesforce for active RFPs.
• Update RFP portal databases with login and access information.
• Create and maintain RFP folders on the Proposal Management SharePoint site.
• Save post-submission documents, including debrief reports, in Salesforce and designated SharePoint folders.
• Maintain company profiles, certifications, licenses, and compliance documents on procurement and bidding portals.
• Maintain and update project descriptions in the Projects Database.
• Develop new project-based resumes for newly hired staff using approved templates.
• Format and update team resumes to ensure consistency in layout, fonts, and styles.
• Maintain organized proposal files, templates, and records.
• Support audits of Qvidian content to identify duplicate scope or formatting gaps.
• Support coordination of post-submission activities such as clarifications and BAFOs, as directed.
• Assist with requesting and documenting lost debriefs.
• Support scheduling of debrief meetings and distribution of summaries.

Benefits

• Comprehensive health and wellness benefits including medical, dental, and vision with 100% premium coverage for you
• Generous PTO and paid holidays
• MyShare Employee Ownership Program
• Work with industry leaders
• 401K, up to a 4% match (100% vested from day 1)

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level