Administrative Proposal Coordinator (This is NOT a Procurement position)

CMT Services Inc•Hyattsville, MD

About The Position

The Administrative Proposal Coordinator plays a key role in identifying opportunities and supporting the development and submission of high-quality, competitive proposals. This position is responsible for managing the administrative aspects of the proposal process and collaborating with cross-functional teams to respond to Requests for Proposals (RFPs), Requests for Quotations (RFQs), and Requests for Information (RFIs). The Administrative Proposal Coordinator ensures that all proposals are delivered on time, are fully compliant with solicitation requirements, and reflect a cohesive and compelling narrative that aligns with organizational goals.

Requirements

Must have 2-3 years of working experience.
Must have a proven ability to work across organizations with effective communication, leadership, and project management skills.
Must have experience with graphics and editing.
Must have proven experience in MS Office Suite Capabilities.
Excellent writing, grammar, and spelling ability
Excellent presentation and written/oral communication skills.
Ability to work in a deadline-conscious, results-driven environment.
Must exhibit strong writing skills, excellent attention to detail, and the ability to generate creative ideas while working both independently and collaboratively.
Must be a self-starter, multitasker who works well under pressure, and follows through on tasks.
Must be able to lead by example and keep the team informed of changes.
Must be able to demonstrate familiarity with solicitations and proposal submission
Bachelor’s degree (BS/BA) in a related field, or relevant experience.

Responsibilities

Coordinate Proposal Process: Oversee the entire proposal process from beginning to end, ensuring all stages are completed efficiently and on time.
Manage Bid Repository: Maintain a centralized, well-organized repository of active and archived proposals, solicitations, and supporting materials for easy reference.
Review Solicitations: Evaluate solicitation documents (e.g., RFPs, RFQs, RFIs) to identify all compliance requirements, submission instructions, deadlines, deliverables, and evaluation criteria.
Coordinate Bid/No-Bid Meetings: Schedule and facilitate meetings with stakeholders to evaluate new business opportunities and support decision-making.
Set Up and Maintain Proposal Files: Create and manage proposal files within Microsoft Teams to organize solicitation materials and support team collaboration.
Manage Proposal Timelines and Deliverables: Track and communicate key proposal milestones, deadlines, and submission requirements to ensure timely and compliant responses.
Support Business Development: Collaborate closely with Business Development Capture to gather required proposal inputs, coordinate calendars, align on compliance requirements, and ensure timely submission of all materials.
Monitor Solicitation Updates: Proactively track any updates such as amendments, addendums, and Q&A responses, and promptly communicate changes to the proposal team.
Support Award Submittals: Assist in creating compelling project narratives and award submissions that highlight organizational achievements.
Provide General Office Administrative Support: Assist with additional administrative duties and special projects as assigned by leadership, including meeting and event coordination, travel arrangements, training logistics, support for Human Resources, and other duties requiring a high degree of confidentiality, accuracy, and efficiency.