Defense Proposals Coordinator

Regal Technology Partners; Santa Ana (CA); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

4/10 schedule

Weekly pay

401(k) with company match

Medical, dental, vision

Life insurance

8 holidays + floating holiday

PTO

Job summary

Regal Technology Partners in Santa Ana, CA, is seeking a Proposals Administrator to support RFQ/RFP intake, file preparation, and record keeping within a defense EMS environment. You will log incoming requests, maintain folders, and ensure proper revision control under guidance from the Proposal Analyst.

This role focuses on organization and accuracy, not pricing or strategy, enabling the Proposal Analyst and Proposals Manager to focus on analysis and decision-making.

Qualifications

• High school diploma or equivalent; Associate’s or Bachelor’s degree preferred.
• 1–3 years in admin, proposals, quoting, purchasing, or contracts support.
• Familiarity with ITAR and defense/aerospace document handling preferred.
• Proficiency in Microsoft Office; experience with CalcuQuote or ERP systems is a plus.

Responsibilities

• Receive, log, and acknowledge RFQs/RFPs and maintain the proposal tracking log with due dates, status, and owners.
• Set up and maintain proposal folders, file structures, and revision control per internal quoting standards.
• Enter/update BOM, customer, and quote data in quoting tools and ERP as directed by the Proposal Analyst.
• Distribute RFQ packages to Purchasing, Engineering, and PM, track quotations and lead times to keep proposals on schedule.
• Prepare first drafts of compliance matrices, quote summaries, and cover letters for review by the Proposal Analyst.
• Format, assemble, and proofread final proposal packages for completeness before submission.
• Handle export-controlled and customer-proprietary data per ITAR/EAR and company procedures.
• Maintain proposal records, audit trails, submission history, and track post-submission clarifications and awards.
• Prepare routine status reports and proposal metrics for the Proposals Manager.

Skills

Administrative support

Organizational skills

Attention to detail

Communication

Education

Associate’s or Bachelor’s degree in Business, Supply Chain, or related field

Tools

CalcuQuote

ERP systems

MS Excel

Job description

Regal Technology Partners in Santa Ana, CA, is seeking a Proposals Administrator to support RFQ/RFP intake, file preparation, and record keeping within a defense EMS environment. You will log incoming requests, maintain folders, and ensure proper revision control under guidance from the Proposal Analyst.

This role focuses on organization and accuracy, not pricing or strategy, enabling the Proposal Analyst and Proposals Manager to focus on analysis and decision-making.