Proposal Coordinator

Proposal Coordinator

Location: St. Louis, MO (Open to Remote)

Reports To: Director of Sales Operations

Position Overview

The Proposal Coordinator will be responsible for managing the end-to-end proposal process, from reviewing RFP requirements to final submission. This role requires strong attention to detail, excellent writing skills, and the ability to collaborate with sales, operations, accounting, and executive leadership to develop high-quality, competitive proposals.

Key Responsibilities

Proposal Development & Execution
• Lead the creation, formatting, and assembly of proposals, ensuring compliance with all requirements.
• Review and analyze RFPs, RFIs, and bid documents to develop a structured, compliant response.
• Work with sales, operations, and accounting teams to gather necessary content and data for proposals.
• Ensure all proposals are professionally formatted, well-branded, and visually appealing.
• Maintain version control and document management throughout the proposal process.
• Submit proposals on time and according to client specifications.

Content & Process Management
• Maintain a centralized library of proposal content, standard responses, case studies, and past submissions for efficiency.
• Continuously improve and update proposal templates, ensuring alignment with 4M's branding and messaging.
• Track proposal deadlines, submission status, and win/loss outcomes to improve future responses.
• Support post-proposal debriefs to gather feedback and enhance future submissions.

Collaboration & Communication
• Work closely with sales, operations, and leadership teams to ensure proposals accurately represent 4M's capabilities and value proposition.
• Communicate deadlines, content needs, and expectations to internal stakeholders.
• Coordinate with graphic designers, marketing, or external vendors if needed for proposal visuals or enhancements.

Qualifications & Skills
• Experience: Minimum 3-5 years of experience in proposal writing, business development support, or sales operations.
• Education: Bachelor's degree in Business, Marketing, Communications, or a related field preferred (or 5 additional years of experience in lieu of a degree).
• Technical Skills: Proficiency in Microsoft Office (Word, PowerPoint, Excel), Adobe Acrobat, and CRM platforms (Salesforce experience a plus).
• Attention to Detail : Strong ability to proofread, edit, and ensure compliance in all proposal submissions.
• Project Management: Ability to juggle multiple deadlines and work efficiently in a deadline-driven environment.
• Communication & Writing: Excellent writing, editing, and organizational skills with a focus on clarity and persuasiveness.
• Collaboration : Ability to work effectively across teams and communicate clearly with sales and leadership.

Why Join 4M?
• Be a key part of a growing sales team with direct impact on business success.
• Hands-on role with clear ownership of proposal development and execution.
• Work with a supportive leadership team that values high-quality work and continuous improvement.
• Competitive salary, benefits, and career development opportunities.

If you are a detail-oriented, deadline-driven professional who thrives on writing, organizing, and managing proposals, we invite you to apply and be part of 4M's success!

About 4M:

Founded in 1978, 4M Building Solutions is a janitorial, housekeeping, cleaning, and disinfecting services company headquartered in St. Louis, MO. Supported by 8,000 associates, the company operates in 30+ states across the Midwest, Northeast and Southeastern United States