Proposal Operations Specialist

Qualus Corporation; Northern (KY); Hybrid; USD 42,000 - 65,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Life Insurance

Short- and Long-Term Disability

401(k) match

Flexible Spending Accounts

Employee Assistance Program

Job summary

Qualus is seeking a Proposal Coordinator to support the sales team in producing branded, on-time responses to straightforward proposal requests. No prior proposal experience required; the ideal candidate is organized, detail-oriented, and able to follow established processes in a fast-paced environment.

You will manage folders, templates, schedules, upload files to SharePoint, and help ensure completeness of submission packages, with guidance from the Pursuit Team Manager. Travel is minimal.

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 proofreading 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.

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.

Skills

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft Teams

SharePoint

Education

High School Diploma

Tools

SharePoint

Job description

Qualus is seeking a Proposal Coordinator to support the sales team in producing branded, on-time responses to straightforward proposal requests. No prior proposal experience required; the ideal candidate is organized, detail-oriented, and able to follow established processes in a fast-paced environment.

You will manage folders, templates, schedules, upload files to SharePoint, and help ensure completeness of submission packages, with guidance from the Pursuit Team Manager. Travel is minimal.