Proposal Coordinator

Job description

Founded in 2003, Avetta is the industry-leading provider for supplier and contractor compliance management services – with the largest supplier network of its kind! Supported by the newest, most configurable platform on the market, Avetta delivers real-time compliance data across critical risk domains such as Health, Safety, Environment, Sustainability, Insurance, Financial and Cyber threats. Our powerful portfolio of contractor and supplier management features allows customers to collect relevant data and documentation from their third-party partners at the supplier, contractor, subcontractor, project, and worker-level, ensuring risks are identified and properly mitigated throughout all stages of the supplier lifecycle. Join Avetta and support our initiative of creating safer, more sustainable supply chains!

SUMMARY

We are seeking an organized, efficient, and energetic Proposal Coordinator to join the Proposal Management Team. This is a highly dynamic role that blends project management, content management, and systems administration — serving as the operational backbone of our proposal processes and deliverables. The Proposal Coordinator drives execution across global proposal projects, ensures our content library remains accurate and scalable, and manages the platforms that power our workflows and reporting. This role requires close collaboration with leaders across Sales, Solutions, Product, and Marketing, and demands a task-oriented communicator who can unify contributors and keep projects on-track. Success in this role hinges on process ownership, attention to detail, and the drive to turn complexity into clarity — helping teams move fast, stay aligned, and submit with winning confidence. This is a fully remote role with a globally distributed team — offering flexibility, autonomy, and the opportunity to collaborate with colleagues across the world.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Proposal Coordination

  • 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.
  • Challenge: While we have standard turnaround times in place, this role must be flexible and dynamic, allowing the individual to respond to quick-turn proposal requests for critical opportunities. As such, the individual best suited for this role will be able to juggle standard-length deliverables (70% effort) as well as urgent ad-hoc requests (30% effort).

• Content Management

  • The Proposal Coordinator and Proposal Writer jointly own the integrity and effectiveness of the proposal content library. While both roles contribute to content development and maintenance, the Proposal Coordinator is primarily responsible for the administration, organization, automation, and governance of the Loopio Library — ensuring it remains a trusted, scalable resource for the Proposal Team and broader Sales organization.
  • 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.

• Challenge: Avetta supports complex, multi-platform solutions across diverse geographies and regulatory environments. The Proposal Coordinator plays a key role in managing and maintaining multiple datasets. With the content library now fully rebuilt, the focus is on keeping it clean, current, and scalable — identifying reusable content and exploring AI and data integrations to automate review cycles.

• System Administration

  • The Proposal Coordinator serves as the primary system owner for Loopio and the team-level administrator for Salesforce proposal processes. This role ensures both platforms are optimized to support proposal execution, reporting, 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.
  • Challenge: This role is critical to ensuring our systems scale with us. The Proposal Coordinator must maintain clean, accurate data across platforms while driving adoption of new features — including AI-powered enhancements — that improve efficiency, visibility, and reporting across the Proposal Team and our Executive Leaders.

• Market Awareness

  • This individual will complete a 4+ week onboarding program, in addition to joining ongoing weekly team trainings. As such, this individual will be expected to understand Avetta’s market, product, buyers, and differentiators to support project and content management.
  • 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.
  • Challenge: As consolidators of information, we have often gathered critical data from across Avetta stakeholders, but failed to share our findings with others who could benefit from re-using the strategic data in their own projects. This individual should act as a conduit for field feedback, enabling other departments access to key customer insights.

IDEAL EXPERIENCE, EDUCATION & TRAINING:

• 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.
• 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.

To apply for the Proposal Coordinator position, please submit your online application by July 31, 2025, at 11:59 PM PST.