Proposal Coordinator

The Proposal Coordinator (Entry-Level) supports the end-to-end development of proposals, RFP responses, and related business development materials. This role is ideal for a detail-oriented individual with a background in education, curriculum development, and content creation who is ready to transfer those skills into a fast-paced, deadline-driven proposal environment. The Proposal Coordinator will help organize proposal content, align responses with client requirements, coordinate input from subject matter experts, and ensure that all deliverables are clear, compliant, and compelling.

Responsibilities:

Proposal Development & Coordination

• Assist in the planning, development, and production of proposals, RFP/RFI responses, and other client-facing documents.
• Review RFP requirements and help develop response outlines, compliance matrices, and schedules.
• Coordinate with internal stakeholders to collect, organize, and refine content for proposal submissions.
• Ensure proposal content aligns with the client’s stated needs, objectives, and evaluation criteria.

Content Management & Writing

• Draft, edit, and proofread standard proposal sections (e.g., executive summaries, methodology, team bios, past performance, and technical content) under guidance from senior staff.
• Adapt and repurpose existing content to meet specific proposal requirements while maintaining consistency in tone and branding.
• Organize complex information into clear, logical, and persuasive narratives.

Quality, Compliance & Formatting

• Verify that all proposal responses are complete, accurate, and compliant with RFP instructions and submission requirements.
• Standardize formatting, style, and layout using company templates and branding guidelines.
• Support document production, including version control, final reviews, packaging, and electronic submission.

Collaboration & Process Improvement

• Collaborate with cross-functional teams, including sales, technical experts, and leadership, to gather input and feedback on proposal content.
• Participate in debriefs and post-submission reviews to identify improvements to proposal content, templates, and processes.
• Stay informed on best practices in proposal development, instructional design, and content strategy and share insights with the team.

Technology & Tools

• Use productivity and collaboration tools (e.g., Microsoft Office Suite, Microsoft SharePoint) to manage content, schedules, and communication.
• Leverage digital tools to create visually engaging materials, such as graphics, diagrams, and interactive content where appropriate.

Skills & Competencies:

• Detail-Oriented: Strong proofreading, editing, and quality-checking skills; able to ensure accuracy and completeness. 

• Strong Written Communication: Ability to write clearly, concisely, and persuasively for different audiences. 

• Analytical & Organized: Comfortable reviewing detailed requirements and translating them into structured plans and content outlines. 

• Collaboration & Teamwork: Experience working with colleagues to design or deliver content; strong interpersonal skills. 

• Project & Time Management: Comfortable working with deadlines, managing priorities, and following structured processes. 

Technology Proficiency:

• Microsoft Office Suite (Word, PowerPoint, Excel, SharePoint) 

• Familiarity with interactive/digital content tools (e.g., ActivInspire, SMARTboard tools, Adobe Captivate, or similar) is a plus. 

Work Environment: 

• Fast-paced, deadline-driven environment with multiple concurrent projects. 

• Collaborative culture with emphasis on continuous improvement, knowledge sharing, and professional development. 

Technology & Solution Providers utilized in this role at ProSync:

Adobe Systems / Adobe Creative Cloud: Creative software suite (Photoshop, Illustrator, InDesign, Acrobat, etc.) used to design documents, proposals, marketing materials, graphics, and to edit/secure PDFs.

CallTower: Cloud communications and unified communications as a service (UCaaS) platform for VoIP phones, Teams/Zoom/voice integration, and call routing.

CCSI / eFax: Service for sending and receiving faxes via email or web portal—used when fax is required for clients, government forms, or contracts.

Deepnet Security: Multi-factor authentication (MFA) and security token solutions used to secure logins to VPNs, applications, and other systems.

eFax: Cloud fax platform used to send and receive faxes electronically via email or web, replacing traditional fax machines.

Google / Google Workspace (G Suite): Cloud productivity suite (Gmail, Calendar, Drive, Docs, Sheets, Meet, etc.) used for email, document collaboration, file storage, and internal communication.

Workable Hiring Platform: Applicant tracking system (ATS) used to post jobs, manage candidates, track interviews, and coordinate hiring workflows.

Microsoft: Vendor of Windows, Office (Word, Excel, PowerPoint, Outlook), Microsoft 365, Azure, Teams, etc. Used for operating systems, productivity tools, collaboration, and cloud services.

OpenAI: AI platform used for language models and AI services (chatbots, text generation, code assistance, document analysis, etc.) integrated into workflows and products.

Parchment (University Docs): Service used to request, verify, and exchange academic transcripts and credentials—often for hiring, verification, and onboarding.

Pitney Bowes: Mailing and shipping solutions provider (postage meters, mailing software, address validation) used to send physical mail and manage postage.

Bloomberg Government: Research and intelligence platform focused on government spending, policy, and opportunities—used for BD, market research, and tracking government contracts.

Goldfax: Virtual fax solution that integrates with email and multi-function printers, used to send and receive faxes electronically while keeping centralized records.

• Bachelor’s degree in English, Business, or a related field (preferred).
• 0–3 years of professional experience.
• Proven ability to develop and organize content to meet specific standards, guidelines, or objectives (e.g., curriculum standards, state guidelines, or similar).
• Demonstrated ability to manage multiple tasks, deadlines, and stakeholders in a structured and detail-oriented way.

Preferred Qualifications

• Master’s degree in a related field (e.g., Communications, English or similar).
• Experience with proposal development, grant writing, or responding to RFPs, even in an academic or volunteer capacity, is a plus.

Join PROSYNC and enjoy our great benefits!

Health & Retirement:

• We offer a comprehensive Health Benefits package and 401K Retirement plan so you can take care of yourself and your family, now and in the future. Other health-related benefits include an employee assistance program for those difficult times or when you need to take care of your mental health.

Education:

• Individual growth is a priority at ProSync. Employees are encouraged to take advantage of our company-sponsored continuing education program so you can get your degree or that next certification you need to propel you to the next level.

Work/Life Balance:

• A healthy work/life balance is essential for building and executing your work effectively at ProSync, but it’s also necessary to allow you the room to pursue everything else you want to develop in your personal life. We offer generous Paid Time Off and 11 paid holidays a year. ProSync also provides flexible work options that work with your schedule and lifestyle.