Operations Associate (Onsite, Dublin, CA | 10–20% Travel)

CrowdPlat; Dublin (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

CrowdPlat in Dublin, California is seeking a full-time Proposal & Operations Coordinator to manage proposal development, timelines, and submission readiness. You will coordinate inputs from writers, subject matter experts, partners, and leadership to ensure accurate, compliant proposals.

The role also supports product growth and customer engagement through follow-ups, outreach, webinars, and marketing materials, while handling general project coordination and business operations tasks.

Qualifications

• Excellent written and verbal communication skills.
• Strong editing, proofreading, and document-review skills.
• Exceptional attention to detail.
• Strong organization and time-management abilities.
• Ability to manage multiple deadlines and priorities.
• Proficiency with Microsoft Office and Google Workspace.
• Comfort using AI productivity tools and learning new software.
• Ability to work full-time onsite in Dublin, California.
• Ability to travel approximately 10–20%.
• Flexibility to work early mornings, evenings, or late nights.

Responsibilities

• Review AI-generated and writer-prepared proposal drafts.
• Compare proposals against solicitation requirements and identify missing or unsupported information.
• Maintain proposal schedules, compliance checklists, and submission trackers.
• Coordinate inputs from writers, subject matter experts, partners, and leadership.
• Review formatting, page limits, forms, attachments, and submission requirements.
• Help ensure proposals are accurate, complete, and submitted on time.
• Follow up with prospective customers, users, and partners.
• Support customer outreach, onboarding, webinars, conferences, and marketing activities.
• Prepare presentations, communications, and sales-support materials.
• Track customer conversations and follow-up activities.
• Coordinate meetings, schedules, deliverables, deadlines, and action items.
• Prepare meeting notes, status updates, and project documentation.
• Follow up with clients, partners, subject matter experts, and internal team members.
• Provide backup project coordination support when needed.
• Track risks, decisions, and outstanding items.
• Assist with billing, invoicing, expense tracking, and operational records.
• Coordinate travel, conferences, registrations, and event logistics.
• Maintain internal documents, trackers, and templates.
• Support other operational needs as assigned.

Skills

Excellent written communication

Verbal communication

Editing

Proofreading

Attention to detail

Organization

Time management

Multitasking

MS Office

Google Workspace

AI productivity tools

Willingness to work odd hours

Tools

Microsoft Office

Google Workspace

Job description

Responsibilities

Proposal Operations — Approximately 40%

• Review AI-generated and writer-prepared proposal drafts.
• Compare proposals against solicitation requirements and identify missing or unsupported information.
• Maintain proposal schedules, compliance checklists, and submission trackers.
• Coordinate inputs from writers, subject matter experts, partners, and leadership.
• Review formatting, page limits, forms, attachments, and submission requirements.
• Help ensure proposals are accurate, complete, and submitted on time.

Product Growth and Customer Engagement — Approximately 30%

• Follow up with prospective customers, users, and partners.
• Support customer outreach, onboarding, webinars, conferences, and marketing activities.
• Prepare presentations, communications, and sales-support materials.
• Track customer conversations and follow-up activities.

Project Coordination — Approximately 20%

• Coordinate meetings, schedules, deliverables, deadlines, and action items.
• Prepare meeting notes, status updates, and project documentation.
• Follow up with clients, partners, subject matter experts, and internal team members.
• Provide backup project coordination support when needed.
• Track risks, decisions, and outstanding items.

Business Operations — Approximately 10%

• Assist with billing, invoicing, expense tracking, and operational records.
• Coordinate travel, conferences, registrations, and event logistics.
• Maintain internal documents, trackers, and templates.
• Support other operational needs as assigned.

Required Qualifications

• Excellent written and verbal communication skills.
• Strong editing, proofreading, and document-review skills.
• Exceptional attention to detail.
• Strong organization and time-management abilities.
• Ability to manage multiple deadlines and priorities.
• Proficiency with Microsoft Office and Google Workspace.
• Comfort using AI productivity tools and learning new software.
• Ability to work full-time onsite in Dublin, California.
• Ability to travel approximately 10–20%.
• Flexibility to work early mornings, evenings, or late nights.

Preferred Qualifications

• One to three years of experience in proposal coordination, project coordination, business operations, consulting, research, customer success, or a related field.
• Experience reviewing complex documents or managing deadline-driven work.
• Experience with proposals, government contracting, project-management tools, or customer-facing activities.

Ideal Candidate

The ideal candidate:

• Writes clearly and accurately.
• Follows through on assignments.
• Communicates professionally.
• Learns quickly and adapts to changing priorities.
• Is comfortable handling both strategic and administrative work.
• Wants to grow into greater responsibility over time.