Contracts and Proposal Coordinator

Sustainable Engineering Solutions, LLC

Rocky Hill (CT)

On-site

USD 110,000 - 115,000

Full time

14 days+

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Job summary

Sustainable Engineering Solutions (SES) is seeking a Contracts & Proposal Coordinator to enhance client-facing operations. The role involves coordinating proposals, managing contracts, and maintaining documentation, aimed at supporting project teams to deliver high-quality submissions. Ideal candidates will have 3-7 years of experience in a relevant field and demonstrate superior organizational skills.

Qualifications

3-7 years of relevant experience in contract support or proposal management.
Experience in a professional services environment preferred.
Strong writing and editing skills.

Responsibilities

Review RFQs and RFPs to identify key requirements and deadlines.
Assemble and format proposal documents in compliance with branding standards.
Track contract status and maintain organized records.

Skills

Contract coordination

Document management

Proposal assembly

Project management

Interpersonal communication

Tools

Microsoft Office

Adobe InDesign

Job description

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Sustainable Engineering Solutions (SES), a commissioning and engineering consulting firm, is seeking a detail-driven and highly organized Contracts & Proposal Coordinator to support our client-facing operations. This position is ideal for professionals with experience in contract coordination, document management, and proposal assembly, such as procurement specialists, project administrators, grant writers, paralegals, or executive assistants with strong organization, interpersonal communication and project management skills.

Key Responsibilities:

Proposal & Qualifications Support

Review Requests for Qualifications (RFQs) and Requests for Proposals (RFPs) to identify key submission requirements, evaluation criteria, and deadlines
Dissect solicitations to create detailed response outlines and assignment checklists; guide internal team members through content development needs
Assemble and format Statements of Qualifications (SOQs) and proposal documents in compliance with instructions and branding standards
Coordinate input from technical staff and consultants; ensure clarity, consistency, and compliance with submittal requirements
Organize, update, and maintain a library of proposal components including resumes, project descriptions, certifications, standard forms, and related firm content
Oversee the production and on-time delivery of printed and digital proposal packages

Contract Administration & Client Support

Support the preparation and execution of contracts, subconsultant agreements, and related documentation
Track contract status and maintain organized records for firm leadership and project teams
Serve as liaison between internal staff and external clients or vendors regarding document requests and submission logistics

Scheduling & Documentation

Maintain tracking systems related to upcoming opportunities, submission deadlines, and project milestones
Schedule internal review sessions, debriefs, and documentation workflows
Keep accurate records of submissions and assist in reviewing client feedback

Research & Content Assembly

Research clients, public notices, and project opportunities; compile summaries for internal use
Interview technical staff to help compile content for project descriptions and team qualifications
General Administrative Support
Maintain staff credential lists, corporate registrations, and industry affiliations
Support coordination of occasional firm events or professional organization participation
Collaborate with leadership on internal documentation, vendor coordination, and project tracking tools

Ideal Background:

Experience in a professional services environment (architecture, engineering, environmental, construction, legal, financial, or consulting preferred)
3–7 years of relevant experience in contract support/administration, document production, or proposal coordination/management
Strong writing, editing, and proofreading skills; ability to assemble information from multiple contributors into cohesive documents
High attention to detail, especially when formatting, organizing files, or tracking deliverables
Proficiency with Microsoft Office (Word, Excel, Outlook); familiarity with Adobe InDesign or CRM tools is preferred
Comfortable managing sensitive information and working with firm leadership on deadline-driven tasks

Why Join SES?

Sustainable Engineering Solutions (SES) is a growing firm based in Rocky Hill, CT focused on improving building performance, energy efficiency, and occupant wellness. We support public and private clients across New England with services rooted in technical excellence and sustainability. This role offers a stable, collaborative work environment and the opportunity to make a measurable impact in the built environment.

SES is an equal opportunity employer.

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