Full-Time Proposal Coordinator (Remote)

Our client is seeking a dynamic and adaptable Proposal Coordinator to join their team and support their mission to transform the EV charging landscape. Transportation generates 23% of all greenhouse gas emissions annually, making electrifying transportation a top priority for combating climate change. By electrifying fleets, it is possible to mitigate more than 70% of urban mobility CO2 emissions, remove 50% of city air pollution, and help fleet operators achieve Net Zero commitments. This role offers the opportunity to work with a company that prioritizes customer value creation and fosters a culture of innovation and excellence in solving complex problems. As part of the team, the Proposal Coordinator will engage in meaningful work that contributes to shaping the future of sustainable transportation.

Key Responsibilities:

We are seeking a highly organized and detail-oriented Proposal Coordinator to join the company’s global team. Currently, they have a small team managing a large volume of proposal work, making this role critical to their success. As a Proposal Coordinator, you will be central to driving the efficiency and effectiveness of our proposal submissions, focusing on day-to-day administration, coordination, development, and quality assurance of the proposal process. You will collaborate closely with teams across regions, particularly in North America and the UK, to ensure timely, compliant, and high-quality submissions.

Success in this role means not only managing multiple tasks in a fast-paced environment but also contributing to the company’s efforts to increase proposal success rates, improve operational efficiency, and secure new business opportunities.

Educational and Professional Requirements:

1. Opportunity Management: Support the identification and tracking of proposal opportunities by proactive monitoring and registration on relevant procurement portals, monitoring tender inboxes, and logging key details to facilitate Go/No-Go decisions.
2. Proposal Coordination: Assist in preparing and managing proposals, working collaboratively with cross-functional teams to gather necessary information and ensure timely, high-quality submissions. Support the proposal lead in production efforts, including preparation for kick-off meetings, internal reviews, and approvals.
3. Proposal Development & Editing: Assist with research, review, writing, editing, and tailoring of proposal content, ensuring alignment with client requirements, sales messaging, and brand guidelines.
4. Quality Assurance: Conduct initial reviews of proposals for formatting, grammar, compliance, and consistency. Participate in document reviews and ensure all proposal components meet submission requirements.
5. Content and Database Management: Maintain and update proposal materials, including staff resumes, case studies, templates, and other supporting documents, ensuring they are accurate and tailored for individual opportunities.
6. Tracking and Reporting: Monitor submission outcomes and log feedback in our CRM system (HubSpot), helping to identify recurring challenges to drive continuous improvement in the proposal process.
7. Ad-hoc Sales & Marketing Support: Provide additional support to sales and marketing teams as needed, including assisting with the preparation of presentations, client materials, and other related tasks to support business development efforts.

Skills and Competencies:

• 2-3+ years of experience in a support role within proposals, bid management, or similar fields.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Exceptional attention to detail, particularly in reviewing and editing documents.
• Excellent written and verbal communication skills.
• Ability to work both independently and collaboratively across regions with various time zones.
• Familiarity with task management and CRM tools such as ClickUp and HubSpot.

Nice to Have: Experience in related fields (transit, EVs, municipal fleets, logistics, utilities, SaaS, etc.).

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