Proposal Coordinator

cet; Springfield (MA); Remote; USD 55,000 - 75,000; Full time

Benefits offered by this job

Health insurance

Retirement plan with 3% match

Paid time off

Remote work option

Laptop provided

Internet stipend

Job summary

CET is seeking a Proposal Coordinator to manage the full proposal lifecycle for energy, waste reduction, and sustainable solutions initiatives. You will coordinate timelines, gather inputs from multiple departments, and craft content that aligns with funder requirements.

Strong editing, writing, and remote collaboration skills are essential to deliver polished, on-time proposals. The role supports post-award handoffs and contracting readiness, with a focus on high-quality outputs that advance

Qualifications

• Bachelor's degree with at least 3 years of proposal coordination experience.
• Strong organizational skills and ability to manage multiple deadlines.
• Excellent writing, editing, and attention to detail under tight timelines.
• Comfort with AI-assisted drafting and revamping content per direction.
• Experience reading contracts and fundraising/ grant processes is a plus.
• Experience in a remote work environment required.

Responsibilities

• Coordinate the proposal lifecycle from opportunity tracking to final submission.
• Maintain timelines, contributors, materials, and submission buffers to ensure on-time delivery.
• Draft content from team direction and maintain reusable proposal resources.
• Ensure proposals meet CET standards for content and quality.
• Collaborate with CEO, CGO, Operations, and other departments to gather info.
• Support post-award handoff and contracting readiness.

Skills

Proposal coordination

Organization

Editing

Communication

Remote work experience

AI-assisted drafting

Education

Bachelor's degree

Tools

Salesforce

Microsoft Office Suite

Teams

Spreadsheets

Job description

CET is hiring a Proposal Coordinator. Are you passionate about supporting mission-driven work by turning ideas and information into clear, compelling proposals? CET is looking for a Proposal Coordinator to help advance mission-aligned opportunities that support our work in energy, waste reduction, and sustainable solutions.

In this role, you will coordinate the proposal lifecycle from opportunity tracking through final submission, keeping timelines, requirements, contributors, and materials moving smoothly. You will help plan proposal processes, compile submission materials, draft content from team direction, maintain reusable proposal resources, and ensure submissions are complete, accurate, and on time. After an award, you will help track the contracting process, review requirements against the proposed scope, and prepare each opportunity for a successful handoff to operations.

This is a great opportunity for someone who thrives in a fast-paced, collaborative environment; enjoys managing many moving pieces; and takes pride in producing polished, high-quality work that helps a mission-driven organization grow its impact.

Applicants for this remote position must be located in one of these states: Massachusetts, Connecticut, Rhode Island, New Hampshire, New Jersey, New York, or Vermont.

If you are located in or near Northampton, Massachusetts, you can also work from our co-working space at the Old School Commons in Northampton.

Essential and Primary Job Functions

Coordinate Proposal Lifecycle

• Assess proposal requirements to determine strategic alignment with CET’s mission, skills, and operations.
• Participate in opportunity reviews to capture decisions, requirements, and key messaging for proposal development.
• Maintain the Salesforce database to track and manage the status of pipeline opportunities.
• Creates proposal templates and submission checklists based on RFI/RFP requirements.
• Ensures written materials conform to CET standards for content, style, and quality.
• Maintains a library of resumes, forms, and required attachments for efficient reuse across responses.
• Confirms all proposal attachments are complete, accurate, and ready for submission.
• Coordinate timelines to ensure all milestones and deadlines are met.
• Track contract and agreement status, including NDAs, subcontracts, and framework agreements, through signature and filing; route materials to appropriate reviewers and flag deadlines.
• Manage multiple concurrent deadlines and competing priorities without dropping details.
• Identifies, assesses, resolves, and/or escalates issues as needed.

Produce Proposal Drafts

• Facilitate opportunity strategy sessions, translating discussion into structured outlines and first drafts.
• Ensure decisions and key messaging from those sessions are accurately captured and reflected in proposal content.
• Liaise with respective business units, including the CEO, CGO, Operations, and functional departments, to gather information for proposal responses.
• Develop working knowledge of CET’s programs, services, experience, and differentiators to accurately assemble and tailor proposal content.
• Use repurposed content, AI-assisted drafting tools, and direction from Business Development and program staff to produce organized, accurate first drafts.
• Produce compliant, organized material on deadline, with an ability to tailor content organization, formatting, and tone to align with funder/client/solicitation requirements.
• Incorporates feedback through multiple rounds of revision.
• Coordinate review cycles and final assembly to ensure complete, compliant, timely proposal submissions.

Monitor and Research Funding Sources

• Keep up to date on assigned platforms for RFP, RFR, and grant opportunities and maintain systems to monitor them.
• Work closely with Program and Project Managers to match funding opportunities with organizational priorities.
• Seek out data and research to support proposal content.
• Conduct research on new funders, including government, industry, and philanthropic sources.

Program Integration

• Post-award, follows the CET Project Set Up and Close Out Process Workflow; supports handoff to project management and functional departments.
• Creates a PowerPoint summary with project basics to support internal kickoff and handoff.
• Updates the Resource Management tool with projected staffing needs.

Secondary Functions

• Reviews contract language for potential risks/inconsistencies/alignment with existing agreements; coordinates appropriate internal review as needed.
• Supports operational team with procurement of goods and services relative to project delivery.

The Knowledge, Skills, and Experience You Bring

• Bachelor's degree with a minimum of 3 years of successful proposal and report coordination.
• Exceptional organizational skills and comfort managing many concurrent, detail-heavy tasks under deadline pressure and with minimal supervision.
• Ability to maintain a high level of accuracy and attention to detail in a deadline-driven environment where proposal success is critical to organizational growth and revenue.
• Strong editing skills with the ability to produce clear, organized, and accurate written content; comfortable using AI tools to accelerate first drafts and refine language under BD/program direction.
• Comfortable reading and interpreting contract and legal language (NDAs, subcontracts, compliance requirements) to flag issues and coordinate appropriate review; not expected to draft legal terms independently.
• Familiarity with state, federal, and utility procurement, grant application, or funding processes is preferred. Experience with philanthropic grant processes a plus.
• Experience and comfort in a remote work environment expected.
• Strong communication skills with an ability to establish rapport with customers, clients, vendors, and coworkers on the phone, over email, in meetings, and at presentations and events.
• Extensive experience using Microsoft Office Suite and Teams. Experience using spreadsheets, CRM platforms (Salesforce preferred), and other digital collaboration tools.

Physical Demands/Conditions and Work Environment Requirements

• Physical Demands: Frequent computer use, keying, and repetitive movements; extended sitting or standing.
• Equipment Used: Computer, cell phone, and office equipment.
• Work Environment: High-speed internet access and a working location free from distractions and interference during business hours.

Compensation and Benefits

Your benefits start on day one: Health, wellness, and paid time off benefits begin on your very first day with us, so you're supported from the start.

At CET, we are committed to transparency and equity in our compensation practices. The compensation range in the job posting reflects the available pay for this role at the time of posting. Individual compensation will be determined based on various factors, including but not limited to the candidate's qualifications, skills, and experience.

• Generous paid time off with vacation and personal/sick time
• 8 paid holidays and 5 floating holidays
• Comprehensive medical and dental insurance with generous employer contributions
• Flexible spending health and dependent care accounts
• Vision insurance
• Life insurance, including an employer-paid group plan
• Disability insurance
• Supplemental accident, critical illness, and hospital indemnity insurance
• Pet insurance
• Employer-paid Employee Assistance Program
• Monthly mindfulness and stress reduction offerings
• Retirement plan with a 3% company match

Equally important, the CET team is mission-driven, kind, supportive, and collaborative. We care about the planet and about one another.

This is a full-time, remote position. CET will provide you with a laptop and other office technology. CET also provides a monthly $85 stipend for home internet and/or phone expenses.

About Us

CET is celebrating 50 years as a mission-based nonprofit dedicated to helping people and businesses save energy, reduce waste, and implement sustainable solutions. Our core values are audacity, imagination, and collaboration. CET provides innovative and lasting solutions. We’re a hands-on, action-oriented organization—every day, someone on our team is:

• Conducting residential and commercial energy audits and advising building owners on efficiency and electrification opportunities;
• Helping businesses reduce waste, including improving recycling or implementing wasted food diversion programs;
• Working with a municipal electric utility to build innovative financing and incentive programs to accelerate electrification;
• Designing outreach materials that help make green make sense for our target audience.

The need to tackle climate change and rapidly decarbonize our economy makes our work more urgent than ever!

CET is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, ancestry, national origin, genetic information, sex, pregnancy or a pregnancy-related condition, sexual orientation, gender identity, age, marital status, disability, military or veteran status, or any other characteristic protected under applicable federal, state, or local law.

CET is committed to inclusion. Our Diversity, Equity, and Inclusion Framework spans all internal and external policies, practices, and services. The candidates we seek share this commitment to equity and find fulfillment in building an inclusive, welcoming culture and environment. We are committed to building a team that reflects the diversity of the communities we serve, and encourage you to apply even if you do not meet every job qualification. You may include military service assignments and any verified volunteer work. If you are an individual with a disability who needs reasonable accommodation or assistance, contact us at [e-mail].

Any offer of employment is conditional and subject to the successful completion of a background check.