Proposal Coordinator

Proposal Coordinator Administrative

In the Proposal Coordinator role you will:

• Research, interpret, prepare, and submit responses to government and municipal IFB, RFB, and RFP solicitations, ensuring submissions are accurate, complete, responsive, and submitted in accordance with bid opening deadlines and requirements.
• Gather, review, and organize bid documents, including specifications, special provisions, and addenda, to ensure full understanding of scope and compliance requirements.
• Print, organize, and stage bids by due date for the department, ensuring bid packages are properly prepared, prioritized, and available to support an orderly workflow and timely submission.
• Complete bid bond, insurance certificate, and other compliance-related documentation in accordance with public-sector solicitation and contractual requirements.
• Prioritize and manage multiple bids simultaneously by due date, complexity, and bid opening time while maintaining strict adherence to public-sector procurement timelines.
• Monitor mail, email, procurement portals, and bid platforms to identify solicitations, addenda, awards, purchase orders, and post-bid communications.
• Communicate and work collaboratively with field sales, branch teams, and internal stakeholders to resolve scope questions, product availability, substitutions, pricing, and bid compliance issues.
• Maintain, update, and submit vendor registrations, applications, renewals, and prequalification documentation to ensure SiteOne Landscape Supply remains an eligible and qualified bidder.
• Conduct post-award and post-bid follow-up to obtain award notifications, bid tabulations, and competitive information to support future government and municipal bids.
• Prepare, scan, file, collate, and index bid records and supporting documentation to ensure audit-ready retention and retrievability.

Skills and Knowledge

• High level of attention to detail with the ability to identify omissions, compliance risks, and instruction deviations.
• Ability to work effectively in a team-oriented environment, coordinating across sales, operations, and compliance functions.
• Strong organizational and time-management skills to manage deadline-driven public-sector bids.
• Understanding of purchasing and inventory management philosophies.
• Analytical skills and math aptitude combined with excellent customer service and communication skills.
• Proficient computer skills, including MS Office; experience with electronic bidding portals preferred.

#af123