Senior Proposal Coordinator

Spheros Environmental; United States; Hybrid; USD 76,000 - 88,000; Full time

Benefits offered by this job

Remote work flexibility

Travel opportunities (~5%)

Bonuses and 401(k) contributions

Job summary

Spheros Environmental is seeking a Senior Proposal Coordinator to lead planning, development, production, and submission of complex proposals. Reporting to the Proposal Program Manager, you will collaborate with technical staff and leadership to translate pursuit strategy into compelling, compliant documents.

The role requires strong writing, scheduling, and cross-functional coordination, with a flexible location (hybrid/remote) and Denver or Petaluma preferred.

Qualifications

• Five+ years of proposal coordination/management in professional services.
• Experience managing complex or multiple concurrent proposals from kickoff to submission.
• Strong organizational, communication, and project management skills.
• Proficiency with MS Word, PowerPoint, Adobe InDesign and Excel.
• Experience with Teams and SharePoint is beneficial.

Responsibilities

• Lead development of proposals, SOQs, and related pursuit materials in response to RFPs and RFQs.
• Manage proposal schedules, deliverables, task assignments, version control, review cycles, and final submission requirements.
• Coordinate kickoff meetings with technical staff, subject-matter experts, and proposal development colleagues to gather inputs.
• Develop outlines and produce brand-aligned documents using Word templates.
• Support pursuit teams with strategy, compliance, document structure, and production practices.
• Tailor and maintain resumes, project descriptions, and other content from libraries.
• Enhance visual readability with page layout, infographics, charts, and graphic-design elements consistent with brand standards.
• Lead compliance and quality-control reviews to ensure responsiveness and submission readiness.
• Partner with the Proposal Program Manager to evaluate and improve AI-enabled tools for proposal development and compliance.
• Help establish responsible-use practices for AI-enabled tools, including confidentiality and data security.
• Maintain organized pursuit files and archives; document post-submission outcomes and lessons learned.
• Identify risks and communicate issues to the team promptly.
• Apply and improve proposal workflows, templates, and quality standards.
• Contribute to a collaborative, organized Proposal Development Team environment.

Skills

Proposal coordination

Project management

Writing & editing

Team collaboration

Attention to detail

Communication

Education

Bachelor's degree in communications or related field

Tools

Microsoft Word

PowerPoint

Adobe InDesign

Excel

Adobe Acrobat

SharePoint

Microsoft Teams

Job description

Senior Proposal Coordinator

Brief Description

Senior Proposal Coordinator

Location: Flexible (hybrid or remote, Denver, CO or Petaluma, CA preferred)

Compensation: $76,000 - $88,000 annual (negotiable based on experience)

The Senior Proposal Coordinator independently leads the planning, development, production, and submission of complex, high-priority, and concurrent proposals. Reporting to the Proposal Program Manager, this role partners with technical staff, proposal development colleagues, and leadership to translate pursuit strategy into clear, compelling, compliant, and visually engaging proposals.

The successful candidate brings advanced proposal-management judgment, strong writing and document-production skills, and the ability to guide cross-functional teams through competing deadlines. This role also contributes to the continuous improvement of proposal workflows, visual standards, content resources, and technology-enabled tools. This person is an organized, detail-oriented proposal professional who can manage competing deadlines, facilitate collaboration, and produce polished, brand-aligned documents in a professional services environment.

Key Responsibilities

• Lead development of proposals, statements of qualifications, letters of interest, and related pursuit materials in response to requests for proposals (RFPs) and requests for qualifications (RFQs).
• Manage proposal schedules, deliverables, task assignments, version control, review cycles, and final submission requirements.
• Lead proposal kickoff meetings and coordinate with technical staff, subject-matter experts, and proposal development colleagues to secure timely, accurate inputs.
• Develop proposal outlines and produce polished, brand-aligned documents using established Microsoft Word templates.
• Support pursuit teams by applying established proposal strategy, compliance, document structure, and production practices.
• Tailor and maintain resumes, project descriptions, and other approved content from company libraries.
• Enhance visual interest and readability through thoughtful page layout, infographics, callout treatments, charts, image selection, stock photography, and other graphic-design elements consistent with company brand standards.
• Lead compliance and quality-control reviews, ensuring proposals are responsiveness, accurate, complete, visually consistent, and ready for submission.
• Partner with the Proposal Program Manager to evaluate and improve AI-enabled tools that automate proposal development and compliance reviews.
• Help establish responsible-use practices for AI-enabled tools, including quality review, confidentiality, data security, attribution, and adherence to company standards.
• Maintain organized pursuit files and archives; document post-submission outcomes and lessons learned.
• Identify schedule, content, and compliance risks; communicate issues promptly to the Proposal Program Manager and pursuit team.
• Apply and improve proposal development workflows, templates, and quality standards.
• Contribute to a collaborative, organized, and quality-focused Proposal Development Team environment.

Qualifications

• Bachelor's degree in communications, marketing, English, journalism, business, or a related field; equivalent relevant experience may be considered.
• Five or more years of proposal coordination, proposal management, marketing, or related experience in professional services.
• Demonstrated success independently managing complex, high-value, or multiple concurrent proposals from kickoff through submission.
• Ability to manage multiple tasks and deadlines in a fast-paced environment.
• Excellent organizational, communication, and project management skills, and a strong team player.
• Demonstrated judgment in identifying proposal risks, prioritizing work, guiding contributors, and recommending solutions under deadline.
• Strong writing, editing, and proofreading skills with exceptional attention to detail.
• Strong proficiency in Microsoft Word, PowerPoint, Adobe InDesign and Excel; experience with Microsoft Teams, SharePoint.

Preferred Qualifications

• Experience supporting proposals and statements of qualifications (SOQs) in an AEC or environmental consulting firm.
• Familiarity with interpreting RFPs/RFQs and mapping to proposal compliance requirements.
• Familiarity with bid sourcing and tracking.
• Experience creating visually engaging business documents through page layout, infographic development, data visualization, image selection, and basic graphic design.
• Proficiency with Adobe Acrobat, Canva, or comparable graphic-design and document-production tools.
• Familiarity with AI-enabled tools for proposal development, content management, editing, document production, or quality assurance.
• Experience working with internal stakeholders to pilot, implement, or improve technology-enabled business processes.

Why Spheros Environmental?

• Flexible Work Environment: 100% remote work with occasional travel requirements (~5%).
• Competitive Compensation: Salary range of $76,000 - $88,000 negotiable based on experience, plus bonuses and 401(k) contributions.
• Professional Development: Access to ongoing training and development opportunities, mentorship, and career growth.
• Inclusive Culture: Join a supportive and successful team dedicated to excellence in client service and innovation.
• Opportunities to provide clients with services from all of Spheros Environmental practice areas.

Spheros Environmental is an equal-opportunity employer.