Proposal Coordinator
Freehold, NJ (On-site)
Position Summary
VCS HR is seeking a highly organized, detail-oriented Proposal Coordinator to manage the preparation and submission of Requests for Proposals (RFPs), Requests for Information (RFIs), Requests for Quotes (RFQs), and other sales proposals. This role is critical to supporting business development efforts by coordinating cross-functional teams, developing compelling proposal responses, and ensuring timely, accurate, and compliant submissions.
The ideal candidate is an exceptional writer and project coordinator who thrives in a fast-paced environment, can manage multiple deadlines simultaneously, and enjoys collaborating with technical and business teams.
Essential Responsibilities
- Manage the end-to-end proposal development process for RFPs, RFIs, RFQs, and other customer solicitations.
- Review proposal requirements and develop detailed response plans and submission schedules.
- Coordinate with Sales, Product Development, Implementation, Customer Support, Finance, Legal, Marketing, and Executive Leadership to gather required information.
- Write, edit, proofread, and format proposal responses to ensure clarity, consistency, and professionalism.
- Customize proposal content to address customer requirements while maintaining company messaging and branding.
- Ensure all proposal submissions comply with customer specifications, deadlines, and submission requirements.
- Maintain and continuously improve the company's proposal content library, templates, resumes, case studies, and standard response database.
- Track proposal opportunities, submission deadlines, outcomes, and win/loss metrics.
- Identify opportunities to improve proposal processes and response efficiency.
- Support presentations, sales materials, customer questionnaires, and due diligence requests as needed.
- Maintain strict confidentiality regarding customer and company information.
Qualifications
- Bachelor's degree in Business, Communications, Marketing, English, or a related field preferred.
- Minimum of 3 years of experience preparing proposals, bids, or RFP responses.
- Excellent written, verbal, and editing skills.
- Strong project management and organizational abilities.
- Ability to prioritize multiple projects and meet aggressive deadlines.
- Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
- Experience with Adobe Acrobat and SharePoint preferred.
- Experience using CRM platforms such as HubSpot, or similar systems is a plus.
- Experience in software, SaaS, technology, payroll, workforce management, or professional services industries preferred.
Knowledge, Skills & Abilities
- Outstanding attention to detail.
- Strong analytical and problem-solving skills.
- Ability to interpret complex customer requirements.
- Excellent interpersonal and collaboration skills.
- Self-motivated with the ability to work independently.
- Strong proofreading and document formatting skills.
- Ability to communicate effectively with employees at all organizational levels.
Benefits
VCS offers a competitive compensation package including:
- Medical, dental, and vision insurance
- 401(k) with company match
- Paid Time Off and company holidays
- Life and disability insurance
- Professional development opportunities
- Collaborative, team-oriented work environment
VCS is an Equal Opportunity Employer and values diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other protected status under applicable law.
Pay: $60,000.00 - $75,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
