Proposal Administrative Coordinator

Job Description

Job Description

Overview

Company Overview:

Join Allied Universal® Facility Solutions! We’re committed to delivering exceptional cleaning, landscaping, and restoration services for commercial facilities. Be part of a welcoming and collaborative team where innovation meets excellence. We offer steady, reliable work in janitorial management, full-time and part-time janitorial roles, maintenance, landscaping, and metal restoration. If you want to make a meaningful impact and build a lasting career, we have opportunities for you. Join us and grow with a leader in the industry!

Job Description

Allied Universal® is hiring a Proposal Development Representative. The Proposal Development Representative will oversee the Request for Proposal (RFP), Request for Information (RFI), or rebid process for both new opportunities and existing clients, ensuring the production of high-quality professional materials that align with the agreed-upon win strategy. The Proposal Development Representative collaborates closely with the sales team to acquire new business and with the operations team to retain current clients, organizes and reviews all client-provided documents, develops project timelines, assigns responsibilities, and manages all deliverables to meet deadlines. Their role includes authoring, proofreading, and editing content, creating supporting graphics, and ensuring the material's consistency, clarity, relevance, and persuasiveness. The Proposal Writer also ensures that all content is well-written, accurate, and compliant with each solicitation's requirements, overseeing the entire process from request to delivery. Additionally, the Proposal Writer researches and writes new content for the shared library and helps develop sales presentations to support the sales process.

Why You'll Love this Role:

• Help win new business — contribute to proposal development for RFP/RFI/RFQ submissions.
• Cross-functional exposure — partner with Sales, Operations & Pricing on bid strategy and inputs.
• Strengthen proposal writing skills — edit and format content using bid platforms and a proposal library.

RESPONSIBILITIES:

• Act as the central point of contact for all RFI /RFQ / RFP requests
• Manage bid platforms for proposal submissions
• Analyze solicitation documents to ensure full compliance with technical and operational requirements
• Coordinate with Sales, Operations, Pricing to gather required information
• Conduct fact-finding calls with internal stakeholders as needed to clarify scope and requirements
• Write, edit, format, and tailor proposal responses using the company’s proposal library and software systems
• Compile all content into cohesive, professionally formatted proposal and quote documents
• Provide daily status updates on active proposals and deadlines and monitor timelines to ensure on-time completion and submission of all proposals
• Manage electronic proposal files and maintain the company’s proposal library software
• Complete pre-qualification documentation and vendor registration materials as required
• Support post-submittal follow-up requests as needed

QUALIFICATIONS (MUST HAVE):

• Must possess one of the following:
• Bachelor’s degree in Management, Marketing, Business Administration, or related field
• Associate’s degree in Management, Marketing, Business Administration, or related field with a minimum of three (3) years of work experience managing or supporting the proposal development process
• Minimum of two (2) years of proposal development, administrative experience
• Experience responding to government or commercial RFPs (service industry preferred)
• Experience with navigating procurement portals
• Experience working in cloud-based proposal management systems.
• Intermediate to advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
• Proficiency with Adobe Suite
• Ability to manage multiple projects with varying deadlines in a fast-paced environment
• Strong organizational and time management skills with strict attention to detail
• Excellent writing, editing, proofreading, and communication skills
• Strong work ethic with the ability to work independently and collaboratively within a team

PREFERRED QUALIFICATIONS (NICE TO HAVE):

• Online procurement platforms experience

BENEFITS:

• Medical, dental, vision, basic life, AD&D, retirement plan and disability insurance
• Eight paid holidays annually, five sick days, and four personal days
• Vacation time offered at an accrual rate of 3.08 hours biweekly; unused vacation is only paid out where required by law

Closing

Allied Universal® is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race/ethnicity, age, color, religion, sex, sexual orientation, gender identity, national origin, genetic information, disability, protected veteran status or relationship/association with a protected veteran, or any other basis or characteristic protected by law. For more information:

If you have difficulty using the online system and require an alternate method to apply or require an accommodation, please contact our local Human Resources department. To find an office near you, please visit:

Requisition ID

2026-1585009