Proposals Coordinator

Description

Title: Proposals Coordinator

Salary: Up to $100K annually + bonus

About PSI

Join the PSI team, where your contribution matters, and you have the opportunity to grow!

At PSI, we believe that exceptional work is built on a foundation of inclusivity and value. Our core values of fairness and opportunity shape our workplace culture and enhance the employee experience.

We are committed to fostering a space where everyone is encouraged to reach their highest potential. From the moment you join our team, you will experience a supportive culture that emphasizes collective success and personal growth.

What We Offer

Your efforts should be recognized and rewarded, which is why we provide transparency in salary details in our job postings. Engage with us confidently, knowing that your career path aligns with your aspirations.

About the Role

The Proposals Coordinator plays a pivotal role in managing our proposal process, ensuring that projects stay on track from inception to submission. This position is responsible for overseeing the proposal timeline, resources, and workflows while promoting effective collaboration across teams.

In conjunction with Proposal Writers who craft engaging narratives, the Proposals Coordinator combines organization with storytelling to produce compliant and persuasive proposals.

The successful candidate will adeptly handle multiple proposals simultaneously, remaining organized, curious, and adaptable. A keen interest in learning about our complex industry and a proactive approach to advancing tasks is essential.

During peak periods, you may lead a proposal effort, leveraging diverse talents to achieve each submission’s success.

This is a full-time, permanent position with flexible hours from Monday to Friday. Remote work is standard, with occasional travel required.

Role Responsibilities

Project & Workflow Management

Create and manage detailed proposal project plans, timelines, and deliverables.

Coordinate kick-off meetings, strategy sessions, reviews, and quality checkpoints.

Monitor proposal pipelines, statuses, win/loss feedback, and metrics.

Oversee multiple bids with distinct timelines and requirements.

Independently manage a full proposal lifecycle when necessary to support the team.

Process & Compliance Oversight

Utilize proposal tools and automation systems effectively.

Maintain version control and brand consistency across all documents.

Ensure compliance with RFP requirements and evaluation matrices.

Monitor adherence to governance processes, document standards, and timelines.

Team & Stakeholder Coordination

Distribute proposal templates and assist subject matter experts (SMEs) in content development.

Collaborate closely with Proposal Writers, providing necessary timelines and insights.

Act as the main point of contact for proposal scheduling and coordination.

Support Proposal Writers by reviewing drafts to ensure compliance and alignment.

Communication & Information Flow

Review past proposals to gather insights for guiding Proposal Writers.

Take organized meeting notes, ensuring action items are tracked.

Conduct SME interviews professionally to collect technical details.

Communicate effectively, especially in writing, when requesting content or confirming timelines.

Provide regular updates to leadership and team members regarding proposal status.

Deliver early feedback on drafts for comprehensive and persuasive responses.

Proactively seek clarity and context to enhance proposal quality.

Knowledge, Skills and Experience Requirements

Education & Experience

Bachelor's degree in Business, Communications, Project Management, or a related field preferred. Relevant experience may be accepted in lieu of formal education.

Minimum of 5 years in proposal management, including at least 3 years managing full proposal lifecycles.

Demonstrated curiosity and commitment to learning in a complex industry.

Technical & Analytical Skills

Proficiency in proposal automation and project management tools.

Strong organizational abilities to manage competing priorities effectively.

Comfortable utilizing AI tools to enhance content quality and operational efficiency.

Communication & Collaboration

Excellent written and verbal communication skills.

Skilled at interviewing SMEs and summarizing technical information for writers.

Strong active listening abilities, capable of capturing comprehensive meeting notes.

Project Management & Adaptability

Proven experience in delivering projects on time in fast-paced environments.

Adept at navigating ambiguity and adjusting to shifting project needs.

Proactive problem-solver with the initiative to resolve issues efficiently.

Benefits & Culture

Alongside a competitive salary, we offer a comprehensive benefits package to support your well-being and career advancement:

Retirement Resources: 401(k) and country-specific options.

Generous Time Off: Enhanced annual leave policies.

Health & Wellbeing Coverage: Comprehensive medical insurance plus dental, vision, and life insurance.

Flexible Spending Accounts (for US employees).

Employee Assistance Program (EAP) for confidential help.

Work-Life Balance: We promote flexibility to support your life outside of work.

Wellness Initiatives: Regular programs to encourage health and well-being.

Future Planning: Resources to aid in personal and professional development.

Community Engagement: Annual Volunteer Day and various opportunities to give back.

At PSI, we are more than just a workplace; we are a global community committed to shared values and making a meaningful impact. If you are ready to join an organization that prioritizes your growth and well-being, we invite you to apply.

We are an Equal Opportunity Employer. We welcome applicants from all backgrounds.

This employer is obligated to notify all applicants of their rights under federal employment laws.

For more information, please review the Know Your Rights notice from the Department of Labor.