Job description
Description
We are seeking a detail-oriented and proactive Proposal Coordinator to manage and streamline our proposal development process. This role is crucial in ensuring timely, high-quality, and compliant submissions to public sector RFPs, RFIs, and RFQs. The ideal candidate will collaborate closely with cross-functional teams, leverage advanced project management tools, and utilize AI technologies to enhance proposal quality and efficiency.
A little about us…Fleetio is a modern software platform that helps thousands of organizations around the world manage their fleet operations. Transportation technology is a hot market and we’re leading the charge, with raving fans and new customers signing up every day. We raised $450M in Series D in April of 2025 and are on an exciting trajectory as a company. Fleetio is also a proud founding member of the Rails Foundation!
More about our team and company:
- Fleetio overview video: https://www.youtube.com/watch?v=IlvIbwZT3oU
- Our careers page: https://www.fleetio.com/careers
Your impact
- Proposal Management: Oversee the end-to-end proposal process, including analyzing RFP requirements, developing proposal outlines, coordinating content creation, and ensuring on-time submission.
- Cross-Functional Collaboration: Work closely with Sales, Technical, Legal, and Finance teams to gather necessary information and ensure all proposal components meet client requirements and company standards.
- Project Management: Utilize Asana or similar project management tools to manage the proposal intake process, track progress, assign tasks, and generate reporting metrics.
- Proposal Content Development: Assist in writing and editing proposal content, ensuring clarity, compliance, and alignment with client needs. Incorporate generative AI tools to enhance content quality and efficiency.
- Proposal Metrics Analysis: Monitor and report on key proposal metrics, including On-Time Submission Rate, Progression Rate, and Win Rate, providing insights for continuous improvement.
- Compliance and Quality Assurance: Ensure all proposals comply with RFP requirements and company standards. Conduct quality reviews and coordinate internal approvals.
- Industry Engagement: Maintain familiarity with the Association of Proposal Management Professionals (APMP) standards and best practices. Apply this knowledge to enhance proposal strategies and processes.
- Reporting and Analysis: Aggregate and analyze data on missing technical or business requirements in proposals, attributing findings to target markets, industries, or verticals to inform strategic decisions.
- Proposal Investigation & Acceptance: Task the Proposal manager with investigating desirable, publicly listed proposals to submit & coordinate internally with Ops to triage viable opportunities to the sales organization
Your experience
- Experience: Minimum of 2 years’ experience in proposal coordination, preferably within the SaaS industry with a focus on public sector clients.
- Education: Bachelor’s degree in Business, Marketing, Communications, or a related field.
- Technical Skills: Proficiency in SaaS infrastructure, integration requirements, typical reporting requirements, workflow automations, etc. Familiarity with Asana or similar project management tools. Experience with generative AI tools for content creation is a plus.
- Certifications: Familiarity with APMP standards; APMP certification is a plus.
- Analytical Skills: Strong analytical abilities with experience in tracking and reporting proposal metrics.
- Communication Skills: Exceptional written and verbal communication skills, with the ability to tailor messaging to diverse audiences.
- Collaboration: Demonstrated ability to work effectively in cross-functional teams and manage multiple priorities in a fast-paced environment.
Benefits
- Multiple health/dental coverage options
- Vision insurance
- Incentive stock options
- 401(k) match of 4%
- PTO - 4 weeks
- 12 company holidays + 2 floating holidays
- Parental leave- birthing parent (16 weeks paid) non-birthing (4 weeks paid)
- FSA & HSA options
- Short and long term disability (short term 100% paid)
- Community service funds
- Professional development funds
- Wellbeing fund - $150 quarterly
- Business expense stipend- $125 quarterly
- Mac laptop + new hire equipment stipend
- Remote working friendly since 2012 #LI-REMOTE
Fleetio provides equal employment opportunities to all employees and applicants and prohibits discrimination and harassment. We celebrate diversity and are committed to creating an inclusive environment for all. All employment is decided on the basis of qualifications, merit and business need.
This application is not intended to and does not create a contract or offer of employment. Employment with Fleetio is at will.
If you have a disability or a special need that requires an accommodation to fill out the online application, please let us know by calling (205) 718-7500.
