Proposal Coordinator

Center for EcoTechnology • Springfield, MA

52d • Remote

About The Position

CET is hiring a Proposal Coordinator. This role supports mission-driven work by turning ideas and information into clear, compelling proposals. The Proposal Coordinator will help advance mission-aligned opportunities that support CET's work in energy, waste reduction, and sustainable solutions. The role involves coordinating the proposal lifecycle from opportunity tracking through final submission, managing timelines, requirements, contributors, and materials. Responsibilities include planning proposal processes, compiling submission materials, drafting content from team direction, maintaining reusable proposal resources, and ensuring submissions are complete, accurate, and on time. Post-award, the role supports tracking the contracting process, reviewing requirements against the proposed scope, and preparing opportunities for handoff to operations. This position is ideal for someone who thrives in a fast-paced, collaborative environment, enjoys managing multiple tasks, and takes pride in producing high-quality work for a mission-driven organization. This is a remote position, and applicants must be located in Massachusetts, Connecticut, Rhode Island, New Hampshire, New Jersey, New York, or Vermont. A co-working space is available in Northampton, Massachusetts.

Requirements

• Bachelor's degree with a minimum of 3 years of successful proposal and report coordination.
• Exceptional organizational skills and comfort managing many concurrent, detail-heavy tasks under deadline pressure and with minimal supervision.
• Ability to maintain a high level of accuracy and attention to detail in a deadline-driven environment where proposal success is critical to organizational growth and revenue.
• Strong editing skills with the ability to produce clear, organized, and accurate written content; comfortable using AI tools to accelerate first drafts and refine language under BD/program direction.
• Comfortable reading and interpreting contract and legal language (NDAs, subcontracts, compliance requirements) to flag issues and coordinate appropriate review.
• Experience and comfort in a remote work environment.
• Strong communication skills with an ability to establish rapport with customers, clients, vendors, and coworkers on the phone, over email, in meetings, and at presentations and events.
• Extensive experience using Microsoft Office Suite and Teams.
• Experience using spreadsheets, CRM platforms (Salesforce preferred), and other digital collaboration tools.

Nice To Haves

• Familiarity with state, federal, and utility procurement, grant application, or funding processes is preferred.
• Experience with philanthropic grant processes a plus.

Responsibilities

• Coordinate Proposal Lifecycle: Assess proposal requirements for strategic alignment with CET’s mission, skills, and operations. Participate in opportunity reviews to capture decisions, requirements, and key messaging. Maintain the Salesforce database for tracking and managing pipeline opportunities. Create proposal templates and submission checklists based on RFI/RFP requirements. Ensure written materials conform to CET standards for content, style, and quality. Maintain a library of resumes, forms, and required attachments for efficient reuse. Confirm all proposal attachments are complete, accurate, and ready for submission. Coordinate timelines to ensure all milestones and deadlines are met. Track contract and agreement status (NDAs, subcontracts, framework agreements) through signature and filing, routing materials and flagging deadlines. Manage multiple concurrent deadlines and competing priorities. Identify, assess, resolve, and/or escalate issues as needed.
• Produce Proposal Drafts: Facilitate opportunity strategy sessions, translating discussion into structured outlines and first drafts. Ensure decisions and key messaging are accurately captured and reflected in proposal content. Liaise with business units (CEO, CGO, Operations, functional departments) to gather information. Develop working knowledge of CET’s programs, services, experience, and differentiators to accurately assemble and tailor proposal content. Use repurposed content, AI-assisted drafting tools, and direction from Business Development and program staff to produce organized, accurate first drafts. Produce compliant, organized material on deadline, with the ability to tailor content organization, formatting, and tone. Incorporate feedback through multiple rounds of revision. Coordinate review cycles and final assembly for complete, compliant, timely proposal submissions.
• Monitor and Research Funding Sources: Keep up to date on assigned platforms for RFP, RFR, and grant opportunities and maintain systems to monitor them. Work closely with Program and Project Managers to match funding opportunities with organizational priorities. Seek out data and research to support proposal content. Conduct research on new funders (government, industry, philanthropic).
• Program Integration: Post-award, follow the CET Project Set Up and Close Out Process Workflow; support handoff to project management and functional departments. Create a PowerPoint summary with project basics for internal kickoff and handoff. Update the Resource Management tool with projected staffing needs.
• Secondary Functions: Review contract language for potential risks/inconsistencies/alignment with existing agreements; coordinate appropriate internal review. Support operational team with procurement of goods and services relative to project delivery.

Benefits

• Health, wellness, and paid time off benefits begin on your very first day.
• Generous paid time off with vacation and personal/sick time.
• 8 paid holidays and 5 floating holidays.
• Comprehensive medical and dental insurance with generous employer contributions.
• Flexible spending health and dependent care accounts.
• Vision insurance.
• Life insurance, including an employer-paid group plan.
• Disability insurance.
• Supplemental accident, critical illness, and hospital indemnity insurance.
• Pet insurance.
• Employer-paid Employee Assistance Program.
• Monthly mindfulness and stress reduction offerings.
• Retirement plan with a 3% company match.
• Laptop and other office technology provided.
• Monthly $85 stipend for home internet and/or phone expenses.

What This Job Offers

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