Proposal Coordinator II

Overview

We are designing the grid of the future!

The Proposal Coordinator II supports business development and growth by independently coordinating, developing, and submitting high-quality, compliant proposal deliverables. This role manages assigned proposal workstreams end-to-end, coordinates cross-functional contributors, and ensures accuracy, consistency, and alignment with pursuit strategies, client requirements, and evaluation criteria.

The Proposal Coordinator II demonstrates increased ownership, judgment, and execution capability, and contributes directly to proposal quality, efficiency, and win probability across multiple concurrent pursuits.

Responsibilities

How you can make an impact:

Proposal Development & Submission

• Prepare bid/no bid summaries for leadership review.
• Develop first drafts of task matrices and summarize evaluation criteria to guide proposal teams during development.
• Draft, assemble, and manage proposal responses using Qvidian.
• Proofread proposal content to ensure continuity, compliance, and adherence to established standards.
• Audit Qvidian content to identify scope duplication prior to submission.
• Coordinate with the Qvidian content lead to improve proposal templates and formatting when gaps are identified.
• Track Q&A, addenda, and clarifications and adjust proposal content and plans as requirements evolve.
• Submit proposals to clients as directed and confirm submission requirements are met.
• Coordinate post-submission activities, including clarifications and Best and Final Offers (BAFO), as needed.

Workstream & Stakeholder Coordination

• Manage assigned proposal workstreams involving multiple contributors, deliverables, and deadlines.
• Work closely with internal departments including LOBs, Finance, Safety, IT, HR, and Operations to collect required proposal inputs.
• Create and manage Microsoft Teams chats and proposal project plans to track milestones and deadlines.
• Schedule and facilitate progress calls to ensure timely completion of deliverables.
• Schedule and coordinate color team reviews (pink, red, gold).
• Attend RFP pre-bid calls, capture meeting minutes, and distribute summaries to proposal team members.
• Send follow-ups and reminders to contributors to maintain forward progress.

Systems, Tools & Data Management

• Enter, track, and update opportunities in Salesforce for active RFPs.
• Conduct follow-ups for submitted proposals and document outcomes in Salesforce.
• Request debriefs for unsuccessful proposals and coordinate debrief meetings with stakeholders.
• Save debrief reports in Salesforce and designated SharePoint folders.
• Create and maintain RFP folders on the Proposal Management SharePoint site.
• Upload contracts to Conga for redline review.
• Track RFPs, RFIs, and RFQs across multiple procurement portals and agencies.
• Maintain company profiles on procurement and bidding portals, including vendor registrations, compliance documents, certificates of insurance, and user access.

Content, Resume & Database Management

• Develop new project-based resumes for newly hired staff using approved templates.
• Format and update team resumes to ensure consistency in layout, fonts, and styles.
• Maintain and update project descriptions and summaries in the Projects Database.

Administrative & Submission Support

• Complete required forms for RFIs, RFPs, and RFQs.
• Maintain organized proposal files, templates, and records.
• Support printing, binding, and shipping logistics for proposal submissions.

Performance Criteria:

Qualifications

Bring your passion, here's what’s needed:

Qualifications & Skills:

• Bachelor’s degree in Business, Management, Electrical/Electromechanics Engineer or a related field
• More than three years of proposal coordination or proposal support experience
• Direct experience supporting RFIs, RFPs, and RFQs

Technical Skills:

• Proficiency with proposal and CRM systems including Qvidian, Salesforce, SharePoint, and Microsoft Teams
• Strong working knowledge of Microsoft Word and Excel, including basic Excel functions and formulas
• Experience managing content libraries, proposal templates, and document version control
• Ability to track requirements, deadlines, and dependencies across multiple procurement portals

Core Skills & Attributes

• Strong attention to detail and commitment to accuracy and compliance
• Ability to manage multiple deadlines and priorities simultaneously
• Clear written and verbal communication skills
• Strong organizational, tracking, and follow-up skills
• Ability to work independently while coordinating effectively with contributors and leadership

Lead the change!

Be a part of an innovative team shaping the grid of the future through advanced energy intelligence. For more than half a century, Electric Power Engineers (EPE) has partnered with power and energy clients across the globe, providing consulting expertise and energy intelligence software solutions for complex engineering and grid modeling challenges. As leaders in the renewables space, we are focused on building a modern, secure, and resilient grid. Join us in making an impact on the communities we serve and the environment in which we live. Together we can transform the future of energy.

How we support you:

• Comprehensive Health & Life Insurance: 100% premium coverage for employees, with partial coverage available for eligible dependents.
• Opportunity to work on cutting-edge automation solutions for the power industry.
• Collaborate with a team of experts in software engineering, renewable energy, and grid technologies.
• Flexible hybrid work environment with opportunities for professional growth and innovation.
• EPE is an equal opportunity employer and values diversity in its workforce.

Location: This position will be located in Panama City, Panama

Travel: Occasional travel may be needed (10% or less)

EPE is an equal opportunity/AA/Disability/Veteran employer. The EEO is the Law poster, and its supplement are available using the following links: EEOC is the Law Poster

Third-Party Recruiting Notification

EPE does not accept unsolicited resumes from third-party recruiters. Any unsolicited third-party resumes forwarded by recruiters to EPE via our career page or to any of our managers or employees will be considered public information, may be treated as a direct application from the person identified in the resume, and will not be eligible for placement fee payment to the agency. EPE will not pay a fee to a third-party recruiter or agency without a previously signed third-party agreement and has not coordinated their recruiting activity with the appropriate member of the Talent Acquisition team.