Proposal Coordinator
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Job Description
Proposal Coordinator overseeing the bid process for educational furnishings at Meteor Education. Compiling bids, coordinating with teams, and ensuring compliance with requirements while working remotely.
Responsibilities:
- Review bid solicitations and RFPs and analyze requirements to create compliance matrices.
- Coordinate with cross-functional teams such as Sales, Marketing, Finance, and our Studios to acquire necessary information from internal and external parties.
- Prepare and organize responses including elements such as cover letter, table of contents, forms, narrative response, quote/pricing/discounting, design, product information/spec sheets, insurance certificates, bonding, etc.
- When necessary, package bids and mail to arrive prior to due date.
- Maintain department content resources including our SharePoint content repository.
- Maintain our contracts calendar & database to ensure timely contract renewals.
- Execute ad-hoc requests such as contract modifications, insurance certificates, performance bonds, and vendor registrations to contribute to closed-won sales.
Requirements:
- College degree or its equivalent required
- 1-2 years of experience managing the bid process, including the full lifecycle from sourcing/bid decision to submission
- Ability to work independently, manage multiple priorities, handle regular interruptions
- Strong ability to prioritize and manage workflow to complete objectives in a timely manner
- Ability to communicate effectively with internal team members, outside team members, suppliers, and customers
- Excellent attention to detail
- Strong ability to use Microsoft Word, Microsoft Excel, Adobe Acrobat
- Experience in education bids and/or bids for physical products
- Experience in project management tools such as Jira, Monday, Asana, ClickUp or similar
- Experience in Salesforce
- Experience with bid portals such as Ionwave, Oracle, Bonfire, Public Purchase, ARIBA, etc.
Benefits:
- Medical insurance through Meritain/Aetna — choice of HDHP/HSA or PPO plan
- Dental and Vision insurance through Guardian — 2 plan options
- Low or no-cost telemedicine and mental health visits through Teladoc
- Free benefits navigation and concierge service through TouchCare
- Free joint & muscle care program through Hinge Health
- Health Savings Account (HSA) through Fidelity with generous employer contribution ($750 individual / $1,500 family)
- Flexible Spending Account (FSA) and Dependent Care FSA through WEX
- 401(k) through Fidelity — pre-tax and Roth options available after 1 month of service
- Employer match up to 5% of earnings (after 1 year of service)
- Free retirement planning consultation through Prime Capital Financial
- Short Term Disability (MetLife) — employer paid
- Basic Life & AD&D insurance (MetLife) — employer paid
- Voluntary options: Long-Term Disability, additional Life, Accident, Critical Illness & Hospital Plans
- Up to 3 weeks PTO for new employees, accrued per pay period
- 9 company-paid holidays
- Volunteer Time Off — serve your community on company time
- Parental Leave: up to 8 weeks for child bonding
- Primary Caregiver Leave: up to 40 hours for ill or aging parents
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