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Proposal Coordinator

4 months ago

Concord, United States Mainline Information Systems Full time
Job DescriptionJob Description

Job Summary: This is a remote/home office position.

Responsible for assisting with the management of proposal development activities in response to competitive solicitations for information technology solutions. This position must coordinate the efforts of various divisions within the company including, but not limited to, sales, services, technical, financial and legal, as well as outside vendors and subcontractors. Prepare comprehensive, compliant and risk mitigating responses to competitive solicitations within project deadlines.


Essential Duties and Responsibilities

  • Review competitive solicitations (Requests for Proposals, Requests for Quotes, etc.) from commercial, city, state, and federal government customers.
  • Identify timelines, milestones, and response requirements.
  • Serve as Project Manager for Proposals: Schedule and lead team conference call(s) to review timelines, assign action items, make team member assignments, and follow up on performance of tasks assigned to others.
  • Assist with review of terms and conditions and ensuring alignment with corporate risk thresholds.
  • Drive the process by identifying and engaging internal team members in conference calls to discuss solicitation requirements and proposed solution(s).
  • Follow-up with each stake-holder for input to assigned portion of solicitation response.
  • Review input from stake-holders to ensure the input adequately responds to each requirement.
  • Edit grammar, spelling, and syntax of submissions to ensure clarity.
  • Coordinate the development of graphs, charts, work-breakdown schedules, as required.
  • Write effective executive summary specific to the proposed solution, as needed.
  • Prepare and submit documents for executive signature.
  • Package proposal for submission to client, ensuring that the format, tabs, binders, copies, CDs or other media format, signature documents, marketing materials, reseller authorization docs, insurance certificates, financial information, resumes, references, exceptions to terms and conditions, etc. conform to client requirements.
  • Ensure submission package is either mailed or transmitted to arrive before the due date.
  • Maintain online records of all solicitation documents, submissions to a client, award letters, and any process documentation.
  • Contribute to the operation and maintenance of an online repository of canned company information, business process documents, insurance certificates, EEO/HR documents, and other solicitation related information.
  • Overall responsibility to ensure response meets bid requirements and timely delivery
  • Other duties as assigned.

Knowledge, Skills, and Abilities

  • Knowledge of proposal development processes.
  • Knowledge of formal procurement processes.
  • Knowledge of city, state, or federal procurement rules and regulations desirable. Knowledge of pricing methodologies.
  • Knowledge of basic contractual provisions.
  • Skills in Microsoft Office, especially Word, Excel, and Outlook, required.
  • Skills in Microsoft Project, and SharePoint online, preferred.
  • Skills in time management; must be self-motivated and able to work independently.
  • Skills in organizing and presenting information to a variety of audiences.
  • Skills managing teams of various sizes (3-20 people) simultaneously.
  • Ability to communicate with all levels of management.
  • Ability to read and comprehend lengthy solicitations (average size approximately 35 pages with complex solicitations at 100+ pages), including project scope, specifications, technical requirements and bid response documents.
  • Ability to multi-task and manage numerous responses in a timely and effective manner.
  • Ability to work effectively in a fast-paced, deadline driven environment.
  • Ability to identify, engage, and lead team members to coordinate development of bid responses.
  • Ability to edit, review, critique constructively and suggest changes to technical and sales input
  • Demonstrated ability to compose professional and grammatically correct documents
  • Commitment to excellence and a positive team attitude.

Education and/or Experience

Bachelor's degree in Communication, English/Writing, Marketing, Business Administration, or Contract Management is highly preferred. A minimum of three years of direct experience working with RFPs, RFIs or formal procurement processes is required. Government contracting experience preferred, working knowledge of federal contracts a plus

Environmental Factors and Physical Requirements

  • Physical environmental factors of this position include those found in typical business office environment or home office environment.
  • Requires use of general office equipment and personal computer equipment.
  • Ability to travel. Various means of travel may be required, including auto and air travel. This position requires travel: Rarely
  • May be required to work irregular schedules including but not limited to as applicable: Nights, weekends, holidays, on-call, and/or overtime.

About Us

Founded in 1989, Mainline has been at the forefront of the technology industry and has now grown to over $1B in annual sales. We are a trusted advisor to enterprise and mid-market clients across the United States, providing technology solutions that best fit their needs and strategy. The combination of technical skills, OEM relationships, and a consultative approach sets us apart to allow every offering to be tailored to our customer. We support our accounts through the entire lifecycle as we build, implement, and manage each solution all while partnering closely with our OEMs to maximize cost savings. Come join a growing team that values a work hard, play hard mindset. Our culture has become second to none, which is reflected in our tenured, experienced staff. We are proud of who we are and where we are going


EEO/AA Employer/Vet/Disabled



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