Proposal & Prequalification Coordinator

Hays Electrical Services•Houston, TX

About The Position

Hays Electrical Services is seeking a highly organized, detail-oriented Proposal & Prequalification Coordinator to support the preparation, coordination, formatting, and submission of technical proposals, customer prequalification packages, RFQs, RFPs, and other business development materials. The coordinator works closely with the Proposal & Prequalification Manager and cross-functional teams—including Estimating, Preconstruction, Operations, Finance, Safety, Risk Management, Human Resources, and Marketing—to ensure submissions are accurate, complete, and timely. The role includes coordinating proposal and prequalification requirements, collecting and maintaining company information, assembling and formatting documents, tracking deadlines and renewals, and conducting quality-control reviews. The coordinator also supports customer presentations and process-improvement efforts, while handling confidential company information appropriately. The ideal candidate has strong organizational, communication, proofreading, document-formatting, and document-management skills, and can coordinate multiple priorities while maintaining accurate company information.

Requirements

High school diploma or equivalent required.
1–3 years of experience in proposal coordination, prequalification support, construction administration, marketing coordination, business administration, document control, or a related function.
Strong organizational skills and ability to manage multiple deadlines, documents, and requests simultaneously.
Strong written communication, proofreading, grammar, and document-formatting skills.
Proficiency with Microsoft Word, PowerPoint, Excel, and Adobe Acrobat.
Ability to review instructions and identify required documents, forms, deadlines, and submission requirements.
Strong attention to detail and ability to identify missing, incomplete, or inconsistent information.
Ability to maintain organized electronic files, trackers, templates, and documentation.
Strong interpersonal skills and ability to obtain information and coordinate deliverables across multiple departments.
Ability to appropriately handle confidential financial, employee, insurance, safety, and company information.

Nice To Haves

Associate's or bachelor's degree in Business, Communications, Marketing, Construction Management, or a related field.
Experience within electrical contracting, construction, engineering, architecture, or another architecture, engineering, and construction (AEC) environment.
Previous experience supporting proposals, RFPs/RFQs, contractor prequalifications, bids, or pursuit activities.
Experience with ISNetworld, Avetta, or general contractor-specific prequalification platforms.
Experience with Unanet, Cosential, CRM, proposal-management, or similar systems.
Familiarity with Adobe InDesign, Canva, or comparable publishing and presentation tools.
Experience supporting Estimating, Preconstruction, Business Development, or Marketing teams.

Responsibilities

Support preparation, coordination, formatting, and submission of technical proposals, prequalification packages, RFQs, RFPs, and other customer-requested materials.
Review bid and prequalification requirements to identify required documents, forms, attachments, deadlines, and submission instructions.
Assist with developing proposal compliance checklists, calendars, schedules, and internal due dates.
Collect required information from Finance, Safety, Risk Management, Human Resources, Operations, Estimating, Marketing, and other departments.
Prepare initial proposal content using approved templates and existing company information, including project experience, resumes, organizational information, company qualifications, and standard narrative content.
Format and assemble proposal documents, exhibits, attachments, presentations, and supporting materials according to company and customer requirements.
Maintain proposal calendars and track internal deadlines, outstanding information, reviews, approvals, and final submission requirements.
Collect and organize financial, bonding, insurance, licensing, safety, workforce, certification, and company-experience information for contractor and customer prequalification requests.
Maintain the centralized prequalification tracker, including submission status, renewal and expiration dates, outstanding requirements, and completed submissions.
Monitor upcoming prequalification renewals and communicate required actions to the Proposal & Prequalification Manager and applicable stakeholders.
Maintain an organized, current library of approved company information, including licenses, certifications, safety information, insurance documentation, project experience, employee resumes, organizational information, and approved boilerplate content.
Update reusable proposal materials and templates when approved information changes.
Coordinate document revisions and maintain version control through review and approval.
Assist with maintaining standardized proposal and prequalification templates, checklists, file structures, naming conventions, and administrative processes.
Review documents for formatting, spelling, completeness, consistency, and compliance with submission requirements.
Identify missing or inconsistent information and escalate issues to the Proposal & Prequalification Manager before submission.
Maintain confidentiality of financial, insurance, safety, employee, and other sensitive company information.
Support development and formatting of customer presentations, project interview materials, pursuit presentations, and related deliverables.
Coordinate with internal stakeholders to ensure information is received, reviewed, and incorporated within established deadlines.
Support continuous improvement initiatives to improve proposal organization, document accessibility, submission accuracy, and process efficiency.