Proposal Coordinator

Remix; New York (NY); On-site; USD 65,000 - 115,000; Full time

Benefits offered by this job

Health coverage

Dental and vision

401(k) match

Parental leave

Mental health support

Pet insurance

Job summary

Via is seeking a Proposal Coordinator in New York City to work with senior Strategy Team members to prepare and submit proposals to partners for shared mobility services. The role emphasizes coordinating forms, attachments, and compliance, with strong project management and administrative discipline.

You will collaborate with legal and finance, manage multiple priorities, and ensure timely delivery of high-quality proposals in a fast-paced environment. Equal opportunity employer and NYC-based.

Qualifications

• 2-15 years of experience in roles with administrative excellence and project mgmt skills.
• Experience in proposal coordination, marketing coordination, bid coordination, or government contracting support is a plus.
• Able to work independently in a fast-paced environment with strict deadlines.
• Meticulous, vigilant, and highly organized with multi-priority planning abilities.

Responsibilities

• Coordinate and submit compliant proposals, including forms and attachments.
• Review solicitations, amendments, and instructions; track required forms and certifications.
• Coordinate with Legal and Finance to review regulatory and compliance requirements.
• Develop knowledge of internal databases and systems to respond to complex requirements.
• Maintain documentation, processes, and knowledge management systems.
• Lead and support go/no-go reviews and executive reporting of outcomes.
• Manage communications across internal teams and external partners.

Skills

Proposal coordination

Project management

Administrative competence

Attention to detail

Notary public commission

Job description

Via is on a mission to create public transportation systems that provide far greater access to jobs, healthcare, and education. Our platform serves as the technology backbone for modern transit networks, transforming antiquated and siloed public transportation systems into smart, data-driven, and efficient digital networks. With hundreds of agency partners around the world, Via is recognized as the leading transportation technology and service provider globally.

As a Proposal Coordinator, you will work with senior members of the Strategy Team to coordinate and deliver expertly prepared proposals to new and existing partners for effective shared mobility services.

What You'll Do:

• Work closely with proposal managers to organize and submit compliant proposals, including completing required forms and managing proposal production and delivery.
• Review solicitations, amendments, and proposal instructions and track required forms, attachments, and certifications.
• Coordinate with Via’s Legal and Finance teams to review and address detailed regulatory, financial, and compliance requirements.
• Develop working knowledge of internal databases and systems in order to respond effectively to complex compliance and operational requirements.
• Lead and support the continuous maintenance of documentation, processes, and knowledge management systems.
• Drive top-of-the-funnel opportunity review processes, including facilitating go/no go recommendations, managing agenda for executive discussion, and reporting on outcomes
• Skillfully manage communications across internal teams and external partners.

Who You Are:

• 2-15 years of experience in roles that require exceptional administrative competence, meticulous attention to detail, and strong project management skills.
• Experience in proposal coordination, marketing coordination, bid coordination, or government contracting support is a plus.
• Able to work independently and effectively in a fast-paced environment while meeting strict deadlines.
• Meticulous and vigilant, with a keen attention to detail.
• Strong time management, organization, and planning skills, with the ability to effectively manage multiple competing priorities.
• A positive, can-do attitude.
• Good judgment, including a high-level of discretion and discernment for confidential and proprietary information.
• Reliable, dependable, and punctual.
• Notary public commission is a plus.
• Must be based in NYC and excited to work from the office 3 or more days a week.

What We Offer:

• All final pay rates and levels will be determined by candidates experience, knowledge, skills, and abilities of the applicant, internal equity, and alignment with market data.
• Salary Range: Coordinator - $65,000-$85,000 // Senior Coordinator - $85,000-$115,000.
• Comprehensive health coverage, with low-cost dental and vision plans.
• A 401(k) with company match and vesting.
• Fully paid parental leave for new parents, with extended leave options.
• Additional benefits (mental health, pet insurance, and other wellness perks).

There has never been a more exciting time to be on the cutting edge of public mobility. Ready to join the ride?

Via is an equal opportunity employer.