Proposal Coordinator

Summary

Join Avetta's Proposal Management Team as a Proposal Coordinator, a dynamic role blending project management, content management, and systems administration. You will drive execution across global proposal projects, ensuring our content library remains accurate and scalable, and managing the platforms that power our workflows and reporting. This fully remote role demands close collaboration with various departments, requiring a task-oriented communicator who can unify contributors and keep projects on-track. Success hinges on process ownership, attention to detail, and turning complexity into clarity. You will manage proposal processes, maintain the Loopio content library, and administer Loopio and Salesforce platforms. The role also involves market awareness, analysis of proposal metrics, and acting as a conduit for field feedback.

Requirements

• 2+ Years’ Experience as a Proposal Coordinator, Project Manager, System Administrator, or similar
• Bachelor’s Degree in English, Journalism, Communications, Marketing, or similar preferred
• Excellent project management and organizational skills, capable of juggling multiple critical projects, stakeholders, contributors, and proposal deadlines with ease
• Ability to collaborate effectively with various departments and subject matter experts

Responsibilities

• Lead all global project-management activities related to proposal assignment and execution, in adherence with Proposal Management processes, SLAs and best practices
• Understand and apply differentiated workflows and SLAs for RFPs, RFIs, RFQs, and Information Security Questionnaires (ISQs) to ensure process rigor and timely delivery
• Owns scheduling and facilitation of key proposal meetings (Kickoff, Solution Strategy, Review), ensuring stakeholder alignment, availability, and timely execution
• Establish project teams, communication channels, response timelines, and project milestones to ensure proposal submission deadlines are documented and met
• Communicate standard turnaround times and resource restrictions to negotiate client extensions and level-set internal stakeholder expectations, when necessary
• Upload, assign and track completion of responses in our proposal library, Loopio
• Support the Proposal Writer in chasing internal subject matter experts for response criteria and – when necessary – supporting the Proposal Writer in crafting content
• Export, format, package, and deliver proposal content to Opportunity Owner
• Facilitate multi-tiered review processes with technical and leadership teams
• When requested, support final submission of proposal documentation to customer
• Maintain and govern the Loopio Library, ensuring all proposal content, attachments, and examples are accurate, current, and aligned with Avetta’s brand
• Lead content moderation cycles with subject matter experts (SMEs) to validate and update content. Ensure version control, tagging, and folder categorization support efficient search, reuse, and reporting
• Curate new content from proposal projects, identifying what is broadly reusable and should be added to the core library — balancing clarity, completeness, and scalability
• Fully administer the Loopio platform, including user management, permissions, folder structures, content organization, and enablement materials. Act as the primary liaison with Loopio to support adoption of new features and platform enhancements
• Manage Salesforce proposal workflows for the team, including claiming Resource Requests, submitting key project data, maintaining data hygiene, and supporting project closeout activities in collaboration with the internal Salesforce Team
• Maintain reporting accuracy by updating Salesforce fields and supporting monthly reporting processes that highlight team activity, proposal trends, and market insights
• Train proposal contributors on how to use Loopio and Salesforce effectively and create supporting documentation (step-by-step guides, videos, etc.) and guidance as needed
• Maintain up-to-date knowledge of industry trends, enterprise architecture framework and information security best practices and common global regulations and certifications
• Support analysis of proposal metrics, including opportunity progression and win / loss metrics. Additionally, this individual should be able to provide insights on common requirements / responses, identifying market needs and supporting roadmap discussions

Preferred Qualifications

• Familiarity with proposal project and content management platforms (Loopio) desired
• Familiarity with AI-powered productivity tools such as Microsoft Copilot and Loopio’s AI features to support content drafting, editing, summarization, and proposal automation preferred
• Familiarity with Salesforce, Tableau, Highspot, and / or Confluence preferred
• Basic knowledge of IT / infrastructure, data security architecture preferred
• Health and Safety, Risk Management, Procurement or Sustainability experience is an asset
• Occasional availability outside standard working hours to accommodate global stakeholders

Benefits

This is a fully remote role with a globally distributed team — offering flexibility, autonomy, and the opportunity to collaborate with colleagues across the world