Proposal Coordinator

Role Summary

The Proposal Coordinator supports the Enterprise Development, Government Channel team by coordinating high-quality, compliant proposal submissions that advance A.E. Perkins’ strategic growth across public sector markets.

This position works closely with Proposal Analysts and Proposal Writers to organize documentation, maintain timelines, and ensure accuracy and consistency across all types of RFX deliverables, including Requests for Proposals (RFPs), Requests for Information (RFIs), Requests for Quotes (RFQs), and vendor questionnaires, ensuring each submission is complete, compliant, and delivered on time. The ideal candidate is highly organized, detail-oriented, and thrives in a collaborative, deadline-driven environment.

Core Responsibilities

Proposal Coordination - Advanced

• Collaborate with Proposal Analysts and Proposal Writers throughout the entire proposal lifecycle, from intake to submission, to ensure that timelines, deliverables, and requirements are met.
• Collaborate with Proposal Analysts and Proposal Writers to monitor proposal milestones, ensure centralized documentation, and provide status updates for all assigned projects.

Team Collaboration & Communication – Intermediate

• Partner with Proposal Analysts and Proposal Writers to coordinate inputs from internal subject matter experts across departments, including Operations, Compliance, IT, Implementation, and Marketing.
• Schedule and support proposal kick-off, review to ensure clarity of expectations and deliverables.
• At the direction of Proposal Analysts and Proposal Writers, submit required RFX deliverables, including Letters of Intent, Intent to Bid forms, vendor registrations, confidentiality/NDAs, RFX questions, addenda acknowledgments, and related attestations, accurately and on time.

Content Editing & Development – Advanced

• Assist with writing and refining non-technical sections such as company overviews, key personnel resumes, organizational charts, case studies, service descriptions, and implementation schedules.
• Assist with maintaining standard proposal templates, responses, and supporting materials in proposal management systems (e.g., Loopio).

· Assist Proposal Analysts and Proposal Writers with the development of proposal responses, as needed.

Compliance & Quality Assurance – Advanced

• Collaborate with Proposal Analysts and Proposal Writers during the review of RFXs to ensure all requirements are fully compliant with RFX submission criteria.
• Uphold A.E. Perkins’ standards for accuracy, confidentiality, and audit-ready documentation.

Document Management & Archiving – Intermediate

• Maintain organized digital files and archives for all submitted proposals in accordance with internal policies.
• Assist Proposal Analysis and Proposal Writers with tracking proposal metrics, including win/loss outcomes and post-submission feedback, through our metrics reports across A.E. Perkins’ brands to support continuous improvement.

Performance metrics

· On-time delivery of all assigned RFX responses

· Accuracy and compliance across submitted materials

· Positive internal collaboration feedback from Proposal Analysts and Proposal Writers

· Continuous improvement in content quality and turnaround efficiency

Requirements

Knowledge, Skills, and Abilities

Organizational Skills – Advanced

· Ability to manage multiple concurrent deadlines and maintain accuracy across complex assignments.

Written and Verbal Communication – Advanced

· Strong command of grammar, structure, and tone with the ability to edit or refine technical information into clear, professional content.

Attention to Detail – Expert

· Precision in proofreading, formatting, and validating compliance across complex proposal documents.

Team Collaboration – Intermediate

· Demonstrated ability to work effectively in cross-functional environments supporting multiple internal teams.

Technical Proficiency – Intermediate

· High proficiency in Microsoft Word, Excel, PowerPoint, Google Workspace , and Adobe Acrobat Pro.

· High familiarity with proposal management tools (e.g., Loopio ) and Salesforce CRM systems is required.

Qualifications

• Bachelor’s degree in Business Administration, English, Communications, Journalism, Marketing, Health Services Administration, or related field.
• 1–3 years of experience in proposal coordination, marketing, or administrative support.
• Experience in the third-party administration (TPA) of health and welfare benefits such as Flexible Spending Accounts (FSAs), Dependent Care Accounts (DCAs), Health Reimbursement Accounts (HRAs), Health Savings Accounts (HSAs), and Compliance Services (COBRA) and Retiree/Direct Billing, health insurance, healthcare administration, or HR employee benefits industry is required.

Career Path

Successful performance as a Proposal Coordinator (demonstrated by consistent accuracy, timeliness, and collaboration scores) leads to eligibility for promotion to Proposal Analyst I, then Proposal Analyst II, followed by Proposal Writer, and ultimately Senior Proposal Writer, with increasing responsibility for proposal leadership, capture management, content strategy, and client engagement.

Benefits

NOTE: This position pays between $70,000.00 - 75,000.00 per year, plus bonus potential.

BENEFITS

• Medical Insurance
• Vision Insurance
• Dental Insurance
• 401(k) Matching
• Flexible Spending Accounts
• Health Savings Accounts
• Disability & Life Insurance
• Employee Assistance Program
• LegalShield
• ID Shield
• Commuter Reimbursement Plan
• Tuition Reimbursement
• Bonus Pay - This position falls under our “Corporate Bonus Plan” which entitles you to a potential bonus payout of up to 10% of your annual salary as an annual bonus, if offered employment.

ADDITIONAL BENEFITS INCLUDE:

• Wellable membership
• Telescope Health (telehealth) through Accresa
• Intellect (mental health) application
• Employee engagement activities, including voluntary events, raffles, book club, and more!