Proposal Coordinator

Overview:

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MV Transportation seeks a highly organized, detail-oriented Proposal Coordinator (Drafter) to support the development of compliant, high-quality proposals for public transportation procurements across North America.

The Proposal Coordinator serves as the Production Department’s compliance and document-development specialist. This role reviews solicitation materials, prepares proposal drafts, completes required forms, collects supporting documentation, and helps ensure all requirements are addressed accurately and on schedule. By establishing compliant proposal foundations, the coordinator allows Proposal Writers to focus on strategy, client messaging, and persuasive content.

Responsibilities:

Key Responsibilities

Proposal Development & Compliance

• Review RFPs, RFQs, RFIs, addenda, and related procurement documents.
• Prepare initial proposal drafts using approved MV content and templates.
• Develop compliance matrices, checklists, and proposal outlines.
• Ensure proposals follow solicitation requirements, page limits, formatting standards, and submission instructions.
• Track addenda, amendments, questions, and proposal revisions.
• Use Microsoft Word styles, basic Excel formulas, PDF creation tools, and Salesforce.
• Create compliance sections in proposals.
• Ensure all bid response forms are accurate, complete, and properly prepared, including Adobe forms and proposal redactions.
• Ensure forms are complete, compliant, and aligned with RFP signature, seal, and notarization requirements.
• Read and review RFPs, attachments, and addenda.
• Review and understand DBE requirements for each bid.
• Coordinate with internal departments to request bank letters, bonds, tax information, insurance documentation, and contract exceptions from Legal and Risk.
• Create RFP-compliant proposal draft outlines as needed.
• Work with Legal and Risk obtaining required exceptions, forms, and compliance documentation.
• Review forms, proposals, and attachments for RFP compliance.
• Prepare formal questions related to RFP requirements.
• Update Salesforce, Responsive, and Microsoft Teams sites as needed.
• Monitor bid sites daily for addenda and updates.
• Participate in strategy calls and related project meetings.
• Provide administrative support to the Production team as needed.

Forms & Documentation Management

• Complete proposal forms, certifications, affidavits, and business disclosures.
• Coordinate signatures, notarizations, seals, bonds, insurance certificates, financial documents, and corporate records.
• Collect required documentation from Legal, Risk, Finance, HR, Operations, Safety, Maintenance, IT, and subcontractors.
• Review forms and attachments for completeness, accuracy, and compliance.
• Monitor procurement websites for updates and addenda.

Research & Coordination

• Research procurement requirements as needed.
• Draft and submit formal questions about solicitation requirements, as needed.

Production Support

• Format proposal documents using MV standards and templates.
• Create and compile PDFs and electronic submission packages.
• Perform proofreading, formatting, quality-control reviews, and final document checks and redactions.
• Assemble exhibits, attachments, and submission materials.
• Support printing, production, and shipping when required.

Content Management & Continuous Improvement

• Maintain proposal content and records in Responsive (formerly RFPIO), SharePoint, Salesforce, and Microsoft Teams.
• Follow Production Department SOPs, templates, and style guides.
• Support content library maintenance and process improvements.
• Participate in Production team meetings, training, and planning activities.

Qualifications:

Required Qualifications

Education

• Associate’s or bachelor’s degree in business, Communications, English, Marketing, Public Administration, Transportation, or a related field preferred.
• Equivalent professional experience may be considered.

Experience

• One (1) – three (3) years of experience in proposal coordination, government contracting, document management, technical writing, administrative support, or a related field.
• Public-sector procurement experience preferred.
• Transit, transportation, consulting, engineering, or service-industry experience preferred.

Knowledge, Skills & Abilities

• Exceptional organizational and time-management skills.
• Strong reading comprehension and attention to detail.
• Ability to interpret complex solicitation requirements.
• Excellent proofreading, document formatting, and quality-control skills.
• Proficiency in Microsoft Word (styles, templates, tables, and formatting).
• Working knowledge of Excel, PowerPoint, Adobe Acrobat, Microsoft Teams, and Salesforce.
• Experience with Responsive (formerly RFPIO) and SharePoint preferred.
• Ability to manage multiple concurrent assignments and deadlines.
• Strong written and verbal communication skills.
• Ability to work effectively across departments and with external partners.

Success Measures

• Accuracy and quality of proposal drafts.
• Compliance with solicitation requirements.
• Timely completion of assignments and deliverables.
• Accuracy and completeness of forms and supporting documentation.
• Consistent document quality and formatting standards.
• Submission readiness and deadline adherence.
• Effective collaboration with internal stakeholders.
• Compliance with Production Department procedures and SOPs.

Starting Salary Range: $70,000 - $85,000

MV Transportation is committed to a policy of Equal Employment Opportunity and will not discriminate against an applicant or employee on the basis of race, color, religion, creed, national origin or ancestry, sex, physical or mental disability, veteran or military status, genetic information or any other legally recognized protected basis under federal, state or local laws, regulations or ordinances. The information collected by this application is solely to determine suitability for employment, verify identity and maintain employment statistics on applicants.

Where permissible under applicable state and local law, applicants may be subject to a pre-employment drug test and background check after receiving a conditional offer of employment.

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