Proposal-Project Coordinator

Key Responsibilities

• Research government and commercial contracting opportunities through platforms such as SAM.gov, GSA eBuy, state and local procurement portals, and other bid-notification systems.
• Review solicitations, Requests for Proposals, Requests for Quotations, Requests for Information, Sources Sought notices, and related procurement documents.
• Prepare clear summaries of solicitation requirements, deadlines, evaluation criteria, mandatory qualifications, submission instructions, and required attachments.
• Assist management in evaluating opportunities and determining whether they are suitable for the company’s services, experience, registrations, and capabilities.
• Develop compliance checklists, proposal schedules, responsibility matrices, outlines, and submission plans.
• Draft, edit, proofread, format, and coordinate proposals, capability statements, cover letters, technical responses, past-performance descriptions, staffing plans, resumes, and other supporting documents.
• Coordinate with company management, project personnel, subject-matter experts, vendors, and potential subcontractors to gather required information and documentation.
• Ensure that proposal responses are accurate, persuasive, properly organized, professionally presented, and fully compliant with solicitation requirements.
• Track questions, amendments, clarifications, deadlines, pending documents, assignments, approvals, and proposal status.
• Maintain organized electronic records of solicitations, proposal drafts, final submissions, supporting documents, and communications.
• Assist with project-management activities related to awarded contracts, internal initiatives, staffing assignments, compliance requirements, and other company projects.
• Prepare project schedules, action-item lists, meeting notes, progress reports, and follow-up communications.
• Monitor assigned tasks and communicate promptly when information, decisions, or approvals are needed.
• Participate in virtual meetings and provide regular progress updates to management.

Required Qualifications

• Bachelor’s degree in English, communications, business administration, project management, public administration, international relations, or a related field.
• Demonstrated experience in proposal writing, bid coordination, grant writing, business writing, project coordination, contract administration, or a closely related role.
• Excellent written and spoken English, including strong grammar, editing, proofreading, and professional communication skills.
• Strong research, analytical, organizational, and document-management abilities.
• Ability to interpret detailed instructions and convert complex requirements into clear action items and compliant written responses.
• Ability to manage multiple priorities and meet firm deadlines with limited supervision.
• Strong proficiency with Microsoft Word, Excel, PowerPoint, Outlook, PDF documents, cloud-based file storage, and virtual meeting platforms.
• Reliable computer, high-speed internet connection, and a suitable professional environment for remote work.
• Ability to work during hours that provide meaningful overlap with U.S. Eastern Time.

Preferred Qualifications

• Experience preparing proposals for U.S. federal, state, or local government agencies. (Such experience can be obtained on the job)
• Familiarity with SAM.gov, GSA eBuy, government solicitations, compliance matrices, and proposal-submission procedures. (This skill can be learned on the job)
• Project-management training or experience, including task tracking, scheduling, risk identification, documentation, and stakeholder coordination.
• Familiarity with Microsoft 365, SharePoint, Teams, Adobe Acrobat, and related productivity tools.

Ideal Candidate

• The ideal candidate is an excellent writer who is also highly organized, dependable, resourceful, and comfortable taking ownership of assignments.
• The individual should be able to recognize missing information, ask appropriate questions, follow detailed instructions, and maintain high standards under deadline pressure.
• Integrity, confidentiality, responsiveness, and professional judgment are essential.

Note:

• Applicants should submit a current CV and a tailored cover letter explaining their relevant proposal-writing, government-contracting, and project-coordination experience.
• Shortlisted candidates may be asked to complete a job-related writing or proposal-analysis exercise.