Proposal & Operations Coordinator

Job Description

Job Description

About Omni Special Services

Omni Special Services is a growing specialty services contractor known for disciplined execution, strong client relationships, and a commitment to doing work the right way. As we continue to grow, we are building a professional, scalable operations and preconstruction team to support consistent, high‐quality delivery.

Position Overview

We are seeking a highly organized, detail‐driven Proposal & Operations Coordinator to support both proposal / estimating efforts and operational administration .

This role is the execution backbone of our proposal and operational processes. You will be responsible for preparing estimates, assembling complete proposal packages, and ensuring projects transition smoothly from award to execution through strong documentation and coordination.

While this role may support estimating or proposal-related activities, it is not a sales position and does not carry final pricing authority. All pricing decisions remain with company leadership. The primary emphasis of this role is on accuracy, completeness, and effective execution.

Key Responsibilities

Estimating & Proposal Execution

• Review RFQs, RFPs, ITBs, drawings, specifications, and addenda
• Perform drawing takeoffs
• Enter takeoff and scope data into company templates
• Track and incorporate addenda or scope changes into estimates
• Identify unclear scope items or potential risks and flag for review
• Assemble full proposal packages, including:
• • Scope narratives
  • Required administrative forms and exhibits
• Ensure proposal compliance with all bid instructions
• Execute proposal submissions (portal or email) after leadership approval
• Save and organize final submitted proposal files

Project Controls Administration

This role supports a clean transition into operations by managing project documentation and administrative setup.

• Create project folders and standardized file structures
• Compile and submit project startup documentation to clients, including:
• • Safety plans and site‐specific requirements
  • Badging and site‐access paperwork
  • Project insurance certificate requests
  • Enroll and manage documents for Controlled Insurance Programs (CIP)
• Compile and submit all certified payroll reports
• Assist with reviewing weekly timesheets submitted by field teams in coordination with the Operations Manager
• Coordinate project material needs based on schedules and relay requirements to material drivers
• Intake and manage field documentation

Qualifications

• Experience reading construction drawings and specifications
• Experience performing quantity takeoffs and preparing estimates
• Strong attention to detail and ability to manage deadlines
• Excellent organizational and documentation skills
• Comfort working across estimating, operations, and administration
• Experience in compiling and submitting certified payroll reports
• Proficiency with Word, Excel, PDFs, and other document management tools
• Construction or specialty services background preferred

Please submit your resume and a brief summary of your experience.

We are a professional commercial cleaning company serving a variety of businesses across the Houston and Austin areas. Our mission is to deliver top-quality services with a focus on safety, reliability, professionalism, and customer satisfaction.

Company Description

We are a professional commercial cleaning company serving a variety of businesses across the Houston and Austin areas. Our mission is to deliver top-quality services with a focus on safety, reliability, professionalism, and customer satisfaction.