Proposal Coordinator

TBEI, Inc.; University Park (IL); On-site; USD 43,311 - 63,302; Full time

Job summary

Federal Signal Corporation in University Park seeks a detail-focused Proposal Support specialist to back the Proposal Management process across all divisions. You will coordinate vendor questionnaires, manage contract vehicle reporting, and ensure compliant, timely submissions while improving cross‑functional coordination and data integrity.

The role leads Starbridge support, maintains content libraries, and generates regular reports to drive efficiency, reporting, and compliance.

Qualifications

• Entry-level role; 1–2 years RFP-related experience preferred.
• Experience using SmartSheet, ISNetworld, and Avetta.
• Excellent verbal and written communication.
• Organized, professional, and self-motivated.
• Strong planning and multi-tasking abilities.
• Able to work well independently and in a team.
• Proficient in MS Office, especially Excel.
• High attention to detail.

Responsibilities

• Develop and maintain proposal support materials and content libraries.
• Coordinate and facilitate proposal review meetings and track action items.
• Review solicitation documents and contractual requirements for deliverables.
• Proofread and format proposals to branding and compliance guidelines.
• Track proposal deadlines and ensure timely submissions.
• Generate weekly/monthly reports on proposal success rates.
• Update compliance metrics (ISNetworld, Avetta).
• Complete vendor forms and questionnaires across University Park operations.
• Oversee contract vehicle reporting and pricing updates (cooperative programs).
• Lead Starbridge support across divisions for meetings, RFPs, purchasing workflows.
• Assist with NDA tracking.
• Manage dealer and representative insurance documentation.
• Assist in securing pricing from reps for Commander1 renewals.
• Serve as central point of contact for cross-department collaboration.
• Assist with other duties as required.

Skills

RFP experience

SmartSheet

ISNetworld

Avetta

Verbal comms

Written comms

Organized

Planning

Multi-tasking

Teamwork

Excel

Attention to detail

Tools

MS Office

Job description

The appropriate candidate for this role will provide comprehensive support to the Proposal Management process across all University Park groups, including contract vehicle coordination, vendor questionnaire management, and enterprise tracking of key activities. Serve as the lead for Starbridge support across all divisions, ensuring consistent processes and visibility into meetings, RFPs, and purchasing workflows. This role is critical to maintaining data integrity, improving cross‑functional coordination, and enhancing efficiency, reporting, and compliance across proposal development and business operations.

Key Activities / Responsibilities

• Develop and maintain proposal support materials and proposal content libraries, including reference sheets, case studies, sole source letters, and other marketing and compliance documentation to support business development efforts.
• Coordinate and facilitate proposal review meetings, including communicating requirements, capturing action items, and tracking follow‑up items to completion.
• Review and interpret solicitation documents and contractual requirements to identify deliverables and support compliant proposal submissions.
• Proofread and format proposals to align with organizational branding and compliance guidelines.
• Coordinate and track proposal deadlines, ensuring all submissions meet requirements and timelines.
• Generate and maintain weekly/monthly reports on proposal success rates.
• Update compliance metrics related to certifications like ISNetworld and Avetta.
• Complete and manage vendor forms and questionnaires across all University Park operations, ensuring accuracy and timely submission.
• Oversee contract vehicle reporting and pricing updates for the University Park location, including Sourcewell, TIPS, HGAC, PCA, NASPO, and other cooperative purchasing programs, ensuring accurate tracking and compliance.
• Serve as the primary lead for Starbridge support across all divisions, ensuring consistent processes and visibility into key activities including meetings, RFPs, and purchasing workflows.
• Assist with tracking and reviewing Non‑Disclosure Agreements (NDAs).
• Manage dealer and representative insurance documentation, including requests, reviews, and ongoing maintenance to ensure compliance with company and contractual requirements.
• Assist in securing pricing from reps for future Commander1 renewals.
• Act as the central point of contact for cross‑department collaboration.
• Assist with other duties as required.

Skills Required

• Entry‑level position, 1‑2 years RFP‑related experience preferred
• Experience utilizing Smart Sheet, ISNetworld, and Avetta preferred.
• Excellent verbal and written communication skills.
• Organized, professional, and self‑motivated.
• Strong planning and multi‑tasking skills.
• Able to work well individually and as part of a team.
• Proficiency with MS Office software particularly Excel.
• High attention to detail.

Salary range: $43,311/yr - $63,302/yr

Benefits of Employment

In addition to excellent career growth opportunities, Federal Signal Corporation offers a wide array of benefits including: annual bonus potential, insurance (life, medical, dental, vision), paid holidays, paid vacation, 401(k) with matching contributions and tuition reimbursement. We provide our employees with a smoke‑free, drug‑free workplace.

The Company is an equal opportunity employer. Qualified applicants will not be discriminated against on the basis of, and will receive consideration for employment without regard to, race, color, religion, national origin, sex, sexual orientation, gender identity, age, disability, genetic information, status as a protected veteran, or any other protected category, characteristic, or trait under applicable law. If you require reasonable accommodation in the application process, contact Human Resources at [e-mail].

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.