Proposal Coordinator

Apex Imaging Services; Pomona (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

Apex Imaging Services is seeking a Proposal Coordinator to support the Business Development team by coordinating proposals, managing CRM records, and producing high-quality materials. The role requires collaboration with Marketing, Operations, and technical staff to ensure accurate and timely submissions.

The ideal candidate will be proactive, highly organized, and able to manage multiple priorities while maintaining Apex branding and standards across documents.

Qualifications

• Bachelor's degree in Business, Marketing, Communications, Technical Writing, Graphic Design, or related field, or equivalent experience.
• 1-3 years supporting proposal development or related business development activities.
• Proficiency in Adobe InDesign and Microsoft Office; familiarity with Acrobat and CRM software is preferred.
• Excellent written communication, proofreading, and document formatting with strong attention to detail.
• Strong organizational and time management skills to handle multiple deadlines in a fast-paced environment.
• Experience maintaining CRM data and coordinating proposal activities.

Responsibilities

• Coordinate the full proposal lifecycle from solicitation to submission.
• Produce client-ready proposals and qualification packages in Adobe InDesign.
• Format content for clarity, consistency, and accuracy across materials.
• Maintain proposal templates, case studies, resumes, and reusable resources.
• Review proposals for accuracy, completeness, and client requirements.

Skills

Attention to detail

Time management

Interpersonal skills

Collaboration

CRM management

Adobe InDesign

Microsoft Office

Adobe Acrobat

Education

Bachelor's degree or equivalent experience

Tools

Adobe InDesign

Word/Excel/PowerPoint

Adobe Acrobat

CRM software

Job description

Apex Imaging Services is a nationwide custom solution provider for multi-site remodels and rollouts in the retail and restaurant industries. We’re revolutionizing the commercial multi-site remodel industry at Apex by developing cutting-edge technology and blending it with our team of skilled tradespeople.

About the Role:

Apex Imaging Services is seeking a detail-oriented Proposal Coordinator to support the Business Development team through proposal coordination, CRM administration, and the production of high-quality business development materials. Working closely with Business Development, Marketing, Operations, and technical staff, this role ensures proposals are accurate, professionally formatted, compliant with client requirements, and submitted on time.

The Proposal Coordinator is responsible for coordinating the full proposal lifecycle, from opportunity creation and solicitation review through content collection, document production, CRM management, and final submission. The ideal candidate is proactive, highly organized, and capable of managing multiple priorities while collaborating effectively across departments.

Key Responsibilities

The responsibilities of the Proposal Coordinator include but are not limited to:

• Coordinate the full proposal lifecycle, including reviewing solicitation requirements, organizing schedules, coordinating internal deliverables, and ensuring timely, compliant submissions
• Produce polished, client-ready proposals, qualification packages, presentations, and other business development materials in Adobe InDesign while maintaining Apex branding and quality standards
• Collaborate with Business Development, Marketing, Operations, and technical staff to gather, organize, edit, and format proposal content for clarity, consistency, and accuracy
• Maintain proposal templates, project profiles, case studies, team resumes, and other reusable business development resources to support future pursuits
• Review proposals for accuracy, completeness, consistency, and compliance with client requirements prior to submission
• Maintain accurate CRM records by tracking opportunities, proposal activities, milestones, submission status, and related business development data
• Identify opportunities to improve proposal workflows, document organization, and business development processes while supporting multiple concurrent pursuits

Knowledge and Skills Required:

• Bachelor's degree in Business, Marketing, Communications, Technical Writing, Graphic Design, or a related field, or equivalent professional experience
• 1-3 years of experience supporting proposal development, RFP responses, or related business development activities
• Proficiency in Adobe InDesign and Microsoft Office (Word, Excel, and PowerPoint); experience with Adobe Acrobat and CRM software preferred
• Excellent written communication, proofreading, and document formatting skills with exceptional attention to detail
• Strong organizational and time management skills with the ability to prioritize multiple deadlines in a fast-paced environment
• Experience maintaining CRM data, coordinating proposal activities, and managing proposal libraries or business development resources preferred
• Collaborative, customer-focused professional with strong interpersonal skills and the ability to work effectively across departments