Proposal Coordinator

POSITION SUMMARY

The Proposal Coordinator supports the Proposal Manager across QASG’s active pursuit portfolio from Requests for Information through Quanta Monumental RFPs by owning internal meeting coordination and fact-driven research and documentation. This role allows the Proposal Manager to focus on pricing strategy, narrative development, and final proposal packet assembly.

ESSENTIAL DUTIES & RESPONSIBILITIES

Meeting Coordination & Attendance

• Schedule and coordinate internal proposal meetings, including kickoffs, status check-ins, and OpCo manager touchpoints.
• Attend meetings the Proposal Manager cannot attend pre-bid calls, internal coordination calls, and routine customer Q&A sessions and report key takeaways and action items.
• Maintain a shared meeting and action-item log for each active pursuit.

Deliverable & Document Tracking

• Own the Proposal Deliverable Tracker for each project: follow up with assigned owners, update status, and flag items at risk of missing deadlines.
• Track down fact-based supporting documents, including safety certifications, insurance and bonding certificates, OSHA/EMR data, aircraft and pilot certifications, past-performance references, and licenses.
• Maintain toolkit files Go/No-Go facts, Compliance Matrix line items, and QC Checklist intake fields keeping them current as new information arrives.
• Keep the master Intake Register updated with stage, dates, and status across all active opportunities.

Administrative & Process Support

• Monitor solicitation portals and email for amendments, addenda, and Q&A responses; flag time-sensitive items promptly.
• Assemble and organize project folders per the standard intake process, including toolkit setup and file naming conventions.
• Track submission deadlines and internal milestones; send reminders ahead of key dates.
• Coordinate document routing for signatures and reviews, including the QC Checklist and Readiness Sign-Off.

MINIMUM QUALIFICATIONS

• Bachelor’s degree or equivalent combination of education and relevant work experience.
• 2+ years of experience in an administrative, coordination, or proposal support role; experience with RFP/proposal processes strongly preferred.
• Strong organizational skills with the ability to manage multiple deadlines across a large pursuit portfolio simultaneously.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook) and comfort learning proposal-management tools.
• Excellent written and verbal communication skills; comfortable representing the Proposal Manager in internal meetings.
• Familiarity with the aviation, helicopter services, or utility construction industry is a plus.

REPORTING & WORKING RELATIONSHIPS

This position reports directly to the Proposal Manager. The Proposal Coordinator maintains a close, day-to-day working relationship with the Administrative Assistant - BD a dotted-line coordination link rather than a reporting relationship to keep BD Director scheduling and proposal deliverables moving in sync.

LOCATION

This position is full-time onsite in Red Bluff, CA.

COMPENSATION & BENEFITS

• $25-30/hour DOE
• Paid time off in accordance with company policy
• Up to 4.5% employer 401(k) match, vested immediately
• Medical, dental, and vision benefits