Coordinator, Proposals

Witt O'Brien's; Georgia; On-site; USD 28,000 - 41,000; Full time

Job summary

Witt O’Brien’s in Houston, TX is seeking a highly organized Proposal Coordinator to support the Proposal Team in developing and submitting competitive bids for federal, state, and local clients.

The candidate will work with Capture, Business Development, Marketing and Government Solutions, prioritizing tight deadlines, updating CRM, and coordinating resumes and project profiles for outgoing proposals. This role is full-time and on-site.

Qualifications

• Bachelor’s Degree in English, Communications, Marketing, Journalism, Business, Public Administration, Political Science, or related field(s).
• Highly organized, detail oriented, and experienced in organizing, managing, and sharing information.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office 365 Suite, including Word, Excel, PowerPoint, and Outlook.
• Must have knowledge of AI and AI tools.
• Able to multi-task, manage priorities, and meet deadlines.
• Able to manage competing priorities under tight deadlines.
• Able to work independently or as a member of a team, as well as know when to seek support.
• Exhibits initiative, positive attitude, and motivation.
• Ability to occasionally work outside of standard business hours.

Responsibilities

• Support proposal lead and sector personnel in the completion and delivery of proposals for federal, state, and local clients.
• Set up proposal workspaces and ensure proposal tracking information stays up to date in CRM.
• Read through RFP documents and identify areas where clarification may be needed from the client.
• Complete, compile, and finalize required forms, coordinating with corporate resources for signature and notarization.
• Coordinate with internal team members to format, update, and tailor resumes and project profiles for outgoing bids.
• Coordinate with subcontractors on the completion of data calls, forms, and other required information, as determined by the proposal lead.
• Participate in proposal review sessions and provide feedback on the effectiveness of proposal text and graphics.
• Schedule, facilitate, and take notes for proposal-related meetings as required.
• Identify, coordinate and schedule printing and/or courier services for hard copy submissions to ensure production is completed and proposals are delivered on-time.
• Additional ad hoc support as required.

Skills

Written communication

Organizational skills

Multi-tasking

Independent/teamwork

AI tools knowledge

Education

Bachelor’s Degree in English, Communications, Marketing, Journalism, Business, Public Administration, Political Science, or related field(s)

Tools

Microsoft Office 365

SharePoint

OneNote

Teams

Dynamics CRM

Adobe Acrobat Pro

Job description

Are you looking for an opportunity to truly make a difference? Do you want to join a collaborative, mission-driven team that protects the planet, strengthens communities, and supports businesses when they need it most? Are you seeking a place where your work contributes directly to an organization known for excellence in environmental services, crisis management, and emergency response? If your answer is “yes,” then you belong at Ambipar.

Proposal Coordinator

Position Summary

We are a growing emergency management and disaster recovery consulting firm in need of a highly capable, reliable, and detail-oriented Proposal Coordinator to support the Witt O’Brien’s Proposal Team.

As the Proposal Coordinator, you will work collaboratively with other members of the Proposal Team, as well as colleagues within Capture and Business Development, Marketing, and the Government Solutions Sector Practices. Your work on the Proposal Team will directly impact our company’s ability to develop and submit competitive business proposals to clients and prospective clients.

We are looking for a candidate who is focused, organized, and has a keen eye for detail. In addition, this candidate will need to be self-motivated, action-oriented, and demonstrate the ability to take on multiple, coinciding tasks and meet short-turn deadlines. This candidate will need to be able to prioritize assigned activities and work collaboratively with minimal supervision.

Position Details

Reports to: Manager, Proposals
Location: Houston, TX
Position Type: Full-time
FLSA Status: Non-exempt
Pay: Hourly
Compensation: Commensurate with experience
Travel: 0-10%
Essential Job Functions

This entry-level position is a member of the Proposal Team and works to provide administrative support to members of the larger team. Job duties include the following responsibilities:

• Support proposal lead and other sector personnel in the completion and delivery of proposals for federal, state, and local clients.
• Setup proposal workspaces and ensure proposal tracking information stays up to date in CRM.
• Read through RFP documents and identify areas where clarification may be needed from the client.
• Complete, compile, and finalize required forms, coordinating with corporate resources for signature and notarization.
• Coordinate with internal team members to format, update, and tailor resumes and project profiles for outgoing bids.
• Coordinate with subcontractors on the completion of data calls, forms, and other required information, as determined by the proposal lead.
• Participate in proposal review sessions and provide feedback on the effectiveness of proposal text and graphics.
• Schedule, facilitate, and take notes for proposal-related meetings as required.
• Identify, coordinate and schedule printing and/or courier services for hard copy submissions to ensure production is completed and proposals are delivered on-time.
• Additional ad hoc support as required.

Minimum Job Requirements

• Previous experience working in a high-paced deadline driven environment.
• Bachelor’s Degree in English, Communications, Marketing, Journalism, Business, Public Administration, Political Science, or related field(s), and/or equivalent experience in project coordination, business development, or within the public sector (government) market.
• Highly organized, detail oriented, and experienced in organizing, managing, and sharing information.
• Ability to demonstrate excellent written and verbal communication skills.
• Proficient in Microsoft Office 365 Suite, including Word, Excel, PowerPoint, and Outlook.

• Must have knowledge of AI and AI tools
• Able to multi-task, manage priorities, and meet deadlines.
• Ability to manage competing priorities under tight deadlines.
• Able to work independently or as a member of a team, as well as know when to seek support.
• Exhibits initiative, positive attitude, and motivation.
• Ability to occasionally work outside of standard business hours.

Preferred Job Requirements

• Previous proposal or grant writing experience a plus.
• Knowledge within the Public Sector sales and contracting marketplace, preferably in procurement, business development, or marketing (for Federal, State, Local Governments).
• Proficient in additional Microsoft Office applications, including SharePoint, OneNote, Teams, and Dynamics CRM.
• Familiarity with Adobe Acrobat Professional

Work Schedule

This job is a full-time position, with the expectation that individual works 40 hours per week.
May be required to work additional hours, if needed (i.e., when the company is helping its clients manage through a disaster, emergency, or other crisis; or when the Proposal Team is facing a quick-turn, time-sensitive proposal deadline).

Job Description and Hiring Disclaimer

This position description incorporates the core responsibilities of the job. It recognizes that other related duties not specifically mentioned might also be performed, and that not all responsibilities may be carried out depending on operational needs.

The hiring department will conduct interviews of qualified individuals prior to requesting a criminal background check, and no job application submitted prior to such interview shall inquire into an applicant’s criminal history. If this position is subject to a background check for any convictions related to its responsibilities and requirements, employment will be contingent upon successful completion of a background investigation including criminal history. Criminal history will not automatically disqualify a candidate.

Commitment to Diversity

Witt O’Brien’s is always looking for the most qualified and experienced professionals with a passion for public safety, emergency management, homeland security, disaster response, and continuity of operations.
We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Equal Opportunity Employer/Veteran/Disabled

With you when it counts.