Aviation Proposals Specialist

Quanta Services, Inc.; Red Bluff (CA); On-site; USD 34,000 - 41,000; Full time

Benefits offered by this job

Paid time off

Medical, dental, and vision benefits

401(k) up to 4.5% employer match

Job summary

Quanta Aviation Services is seeking a detail-oriented Proposal Coordinator to support the Proposal Manager across active pursuit portfolios, from RFIs to RFPs. You will own internal meeting coordination, gather fact-based research, and assemble documentation to enable strong proposals.

You will coordinate kickoff meetings, track action items, and maintain the Deliverable Tracker and Intake Register, ensuring timely completion and compliance. Experience in aviation industry is a plus.

Qualifications

• Bachelor's degree or equivalent combination of education and relevant work experience.
• 2+ years of administrative, coordination, or proposal-support experience; experience with RFP/proposal processes strongly preferred.
• Strong organizational skills with the ability to manage multiple deadlines across a large pursuit portfolio.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook) and comfort learning proposal-management tools.
• Excellent written and verbal communication skills; comfortable representing the Proposal Manager in internal meetings.
• Familiarity with the aviation, helicopter services, or utility construction industry is a plus.

Responsibilities

• Coordinate internal proposal meetings, kickoffs, status checks, and stakeholder touchpoints.
• Attend meetings the Proposal Manager cannot attend pre-bid calls, internal coordination calls, and routine customer Q&A sessions and report key takeaways and action items.
• Maintain a shared meeting and action-item log for each active pursuit.
• Own the Proposal Deliverable Tracker for each project: follow up with assigned owners, update status, and flag items at risk of missing deadlines.
• Track down fact-based supporting documents, including safety certifications, insurance and bonding certificates, OSHA/EMR data, aircraft and pilot certifications, past-performance references, and licenses.
• Maintain toolkit files Go/No-Go facts, Compliance Matrix line items, and QC Checklist intake fields keeping them current as new information arrives.
• Keep the master Intake Register updated with stage, dates, and status across all active opportunities.
• Monitor solicitation portals and email for amendments, addenda, and Q&A responses; flag time-sensitive items promptly.
• Assemble and organize project folders per the standard intake process, including toolkit setup and file naming conventions.
• Track submission deadlines and internal milestones; send reminders ahead of key dates.
• Coordinate document routing for signatures and reviews, including the QC Checklist and Readiness Sign-Off.

Skills

Administrative coordination

Microsoft Office

Communication skills

Proposal support

Education

Bachelor's degree

Tools

Proposal-management tools

Job description

Quanta Aviation Services is seeking a detail-oriented Proposal Coordinator to support the Proposal Manager across active pursuit portfolios, from RFIs to RFPs. You will own internal meeting coordination, gather fact-based research, and assemble documentation to enable strong proposals.

You will coordinate kickoff meetings, track action items, and maintain the Deliverable Tracker and Intake Register, ensuring timely completion and compliance. Experience in aviation industry is a plus.