Proposal Coordinator

Visa Hunt; United States; On-site; USD 52,000 - 76,000; Full time

Benefits offered by this job

Medical benefits

Dental benefits

Vision benefits

401(k) match

Paid time off

Holidays

Job summary

Qualus is seeking a detail‑oriented Proposal Coordinator to support the sales team in producing on‑time, branded proposal responses. No prior proposal experience required; the role emphasizes organization, document management, deadlines, and adherence to established processes across a fast‑paced environment.

You will manage folders, templates, SharePoint files, track due dates, prepare simple proposals with templates, and assist with scheduling and quality checks to ensure branding and

Qualifications

• High school diploma or equivalent.
• 0–2 years of administrative/coordination experience.
• Strong attention to detail and proofreading abilities.
• Ability to follow instructions, manage tasks and deadlines, and ask clarifying questions.
• Proficiency with Microsoft Office and SharePoint; learn additional tools as needed.
• Clear written and verbal communication; discreet handling of sensitive information.

Responsibilities

• Supports proposal setup with folders, templates, schedules, and tracking documents.
• Uploads and maintains proposal files in SharePoint or approved systems.
• Reviews documents to identify submission details, due dates, and forms.
• Prepares and submits simple proposals and standard response packages with templates.
• Sends reminders to collect inputs, approvals, resumes, and materials.
• Formats documents, applies naming conventions, and ensures branding consistency.
• Assists with scheduling meetings and capturing action items.
• Performs routine data entry and content updates using approved tools.
• Supports final production activities and ensures completeness of submissions.

Skills

Administrative support

Coordination

Documentation control

Detail oriented

Microsoft Office

SharePoint

Communication

Deadline management

Reading comprehension

Education

High school diploma

Tools

SharePoint

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft Teams

Job description

Position Overview

Power your future with Qualus as a Proposal Coordinator. The Proposal Coordinator supports the sales team at Qualus to produce consistently branded, on-time responses to straight forward proposal requests. Proposal experience is not required. The ideal candidate is highly organized, detail-oriented, comfortable working with shared documents and deadlines, and able to follow established processes in a fast-paced environment while asking thoughtful questions when requirements are unclear.

Responsibilities

• Supports proposal setup by creating folders, templates, schedules, and tracking documents using established processes.
• Uploads, organizes, and maintains proposal files in SharePoint or other approved systems of record.
• Reviews request documents to identify basic submission details, due dates, forms, attachments, and administrative requirements.
• Prepares and submits simple proposals, estimates, and standard response packages using approved templates and instructions, with guidance from the Pursuit Team Manager.
• Sends routine reminders and follow-ups to help collect inputs, approvals, resumes, project descriptions, forms, and other proposal materials.
• Provides basic document formatting, proofreading, file naming, version control support, and quality checks to support consistent branding, completeness, and compliance with provided instructions.
• Assists with scheduling meetings, preparing agendas, capturing notes, and documenting action items.
• Performs routine data entry, research, and content updates using approved tools and templates.
• Supports final production activities, including compiling attachments, checking required forms, preparing submission packages, and helping confirm administrative completeness.
• Travel is expected to be minimal. The position may occasionally require flexibility to support proposal deadlines across time zones, with guidance from the Pursuit Team Manager.

Minimum Qualifications

• High school diploma or equivalent.
• 0–2 years of administrative, coordination, document control, customer service, or related office experience.
• Strong attention to detail with the ability to proofread for basic grammar, formatting, completeness, and consistency.
• Ability to follow instructions, manage assigned tasks, track deadlines, and ask clarifying questions when requirements are unclear.
• Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, Teams, and SharePoint; ability to learn additional tools and templates.
• Comfortable supporting multiple assignments at once while communicating status clearly.
• Clear written and verbal communication skills for routine follow-up, scheduling, and coordination.
• Dependable, organized, and process-oriented, with the ability to maintain confidentiality and handle time-sensitive information carefully.

Physical Requirements

• Prolonged sitting at a desk and working on a computer (often 6–8 hours per day).
• Frequent use of hands and fingers for typing, writing, and mouse use.
• Visual acuity to read and edit detailed documents on screen and in print.
• Occasional standing, walking, or moving around an office environment.
• Speaking and hearing to communicate clearly via phone, video conference, and in-person.
• Occasional lifting or moving of materials (typically up to 10–25 pounds) such as binders, laptops, or printed proposals
• Travel, though usually limited, may be required for in-person meetings or kickoffs (depending on the organization).

Benefits & Compensation

Qualus benefits offered include Medical, Dental, Vision, Life Insurance, Short and Long-Term Disability, 401(k) match, Flexible Spending Accounts, EAP, Parental Leave, Paid time off, and Holidays, for those who qualify.

The final salary awarded for this role may vary from the above range based on several factors including, but not limited to, relevant education, qualifications, certifications, experience, skills, seniority, geographic location, performance, and business or organizational needs. The salary range provided in this job posting may be subject to change for business purposes.

Company Overview

Qualus is a leading pure-play power solutions firm and innovator at the forefront of power infrastructure transformation, with differentiated capabilities across grid modernization, resiliency, security, and sustainability. The firm partners with utilities, commercial, industrial, data center, and government clients, and renewable and energy storage developers, offering comprehensive solutions through boutique and integrated advisory, planning, engineering, digital solutions, program management, energy efficiency and specialized field services. Qualus also provides software and technology enabled services and develops breakthrough solutions for critical power industry challenges such as distributed and variable resource integration, emergency management, and secure data exchange. The firm has over 2,000 professionals, with offices throughout the U.S. and Canada.

Equal Opportunity Employer

We are an equal opportunity employer and value diversity. We are committed to providing an inclusive workplace and do not discriminate on any grounds protected by applicable human rights legislation across Canada and the US.