Operations Coordinator

Equiliem; Port Reading (NJ); On-site; USD 42,000 - 56,000; Full time

Job summary

Equiliem is seeking an Operations Coordinator to support proposal development, bid coordination, and various operational projects. This role suits an organized, detail-oriented early-career professional who is eager to learn our processes and produce polished work.

The coordinator will assist with proposals from initial review through submission, coordinating timelines, gathering information, and editing content while maintaining documentation and deadlines.

Qualifications

• Bachelor’s degree preferred or equivalent experience.
• Entry-level/early-career candidates welcome to apply.
• Exceptional attention to detail and ability to identify inconsistencies.

Responsibilities

• Assist with proposals and government bids from review to submission.
• Review requirements, organize timelines, gather information from stakeholders.
• Draft, edit, and format proposal content; ensure accuracy and compliance.
• Maintain documentation and proposal templates in internal systems.
• Coordinate internal reviews and incorporate stakeholder feedback.
• Utilize AI tools to support research and content development.
• Create professional Word documents, PowerPoint presentations, and PDFs.
• Track progress and follow up to meet deadlines.

Skills

Strong writing

Attention to detail

Excellent organizational skills

Time management

Proficiency with Microsoft Word and—

Ability to learn AI tools

Education

Bachelor’s degree preferred

Tools

Microsoft Word

PowerPoint

PDF handling

Loopio

Job description

Discover your potential with Equiliem, an award-winning national recruiting firm that is on an exciting trajectory of growth. We are seeking an Operations Coordinator to join our Business Services team and support proposal development, bid coordination, and additional operational projects across the organization.

This is an excellent opportunity for an early-career professional who is highly organized, detail-oriented, a strong writer, and eager to grow. Previous proposal writing experience is not required. We are looking for someone with strong foundational skills who can learn our processes, manage competing priorities, and take pride in producing accurate, polished work.

The Operations Coordinator will assist with proposals and government bids from initial review through final submission. This includes reviewing requirements, organizing timelines, gathering information from internal stakeholders, drafting and editing content, maintaining documentation, and ensuring deadlines and submission requirements are met.

Opportunity Details

• Review RFPs, RFIs, and other bid documents to identify requirements, deadlines, documentation, and key deliverables.
• Coordinate multiple proposals and projects simultaneously while maintaining accurate timelines and tracking outstanding items.
• Gather necessary information, documentation, and approvals from internal subject matter experts and business leaders.
• Assist with drafting, editing, proofreading, and formatting proposal content.
• Complete and organize required forms, resumes, supporting documentation, and other materials for proposal submissions.
• Ensure proposal documents are accurate, professional, consistent, and compliant with submission requirements.
• Coordinate internal reviews and incorporate feedback and revisions from stakeholders.
• Utilize AI tools and internal technology to support research, content development, editing, and proposal preparation.
• Create and format professional Word documents, PowerPoint presentations, PDFs, and other business materials.
• Assist with the visual presentation and organization of proposal materials to ensure information is clear and professional.
• Track proposal progress and proactively follow up with stakeholders to ensure deadlines are met.Maintain proposal content, templates, records, and other information within internal systems and databases.
• Provide professional written communication and follow-up related to bids and proposal submissions.
• Support Business Services with additional administrative, operational, and project-based responsibilities as business needs evolve.
• Maintain flexibility and assist with other projects during periods of lower proposal volume.
• Bachelor’s degree preferred, or equivalent education and relevant work experience.
• Entry-level and early-career candidates are encouraged to apply.
• Exceptional attention to detail with the ability to identify errors, inconsistencies, and missing information.
• Strong written communication, grammar, proofreading, and editing skills.
• Excellent organizational and time-management skills.
• Ability to prioritize and manage multiple projects and deadlines simultaneously.
• Proficiency with Microsoft Office, particularly Word and PowerPoint, and comfort working with PDFs and other business documents.
• Comfortable learning and utilizing AI tools, new technologies, and software platforms.
• Strong professional communication skills with the ability to collaborate across departments.
• Ability to work independently, take ownership of assigned tasks, and ask questions when clarification is needed.
• Adaptable, responsive, and comfortable working in a fast-paced environment with changing priorities.
• Strong eye for document formatting, presentation, and overall quality.

Preferred Education and Experience

• Previous internship or professional experience in administration, executive support, project coordination, marketing, communications, business operations, or a related area.
• Exposure to proposal writing, RFP/RFI coordination, government contracting, or procurement is a plus but not required.
• Staffing or recruiting industry experience is a plus.
• Knowledge of Loopio or other proposal management software is a plus.
• Experience utilizing AI tools in a professional or academic environment is a plus.

About Equiliem

For over 40 years, Equiliem has been providing talent solutions to the Energy, Manufacturing, Logistics, Healthcare, Government, and Telecommunications marketplaces. With awards from NJBIZ, Forbes, and SIA, we have expertise in Staffing, Employee of Record, Managed Service Provider, and Independent Contractor Compliance services. Equiliem is positioned to outpace our competitors in the coming decade as we continue to invest in technology and our employees.

What We Offer

• A genuine culture that is supportive, hard-working, and innovative.
• Continuous investments in our business operations and people.
• Robust training programs with ongoing professional coaching and mentoring.
• Comprehensive benefits package including paid time off, sick leave, 401(k), and paid holidays.