Coordinator, Proposals

About the role

Are you looking for an opportunity to truly make a difference? Do you want to join a collaborative, mission-driven team that protects the planet, strengthens communities, and supports businesses when they need it most? Are you seeking a place where your work contributes directly to an organization known for excellence in environmental services, crisis management, and emergency response? If your answer is "yes," then you belong at Ambipar.

Proposal Coordinator

Position Summary

We are a growing emergency management and disaster recovery consulting firm in need of a highly capable, reliable, and detail-oriented Proposal Coordinator to support the Witt O'Brien's Proposal Team.

As the Proposal Coordinator, you will work collaboratively with other members of the Proposal Team, as well as colleagues within Capture and Business Development, Marketing, and the Government Solutions Sector Practices. Your work on the Proposal Team will directly impact our company's ability to develop and submit competitive business proposals to clients and prospective clients.

We are looking for a candidate who is focused, organized, and has a keen eye for detail. In addition, this candidate will need to be self-motivated, action-oriented, and demonstrate the ability to take on multiple, coinciding tasks and meet short-turn deadlines. This candidate will need to be able to prioritize assigned activities and work collaboratively with minimal supervision.

Position Details

• Reports to: Manager, Proposals
• Location: Houston, TX
• Position Type: Full-time
• FLSA Status: Non-exempt
• Pay: Hourly

Compensation

Commensurate with experience

Travel: 0-10%

Essential Job Functions

This entry-level position is a member of the Proposal Team and works to provide administrative support to members of the larger team. Job duties include the following responsibilities:

• Support proposal lead and other sector personnel in the completion and delivery of proposals for federal, state, and local clients.
• Setup proposal workspaces and ensure proposal tracking information stays up to date in CRM.
• Read through RFP documents and identify areas where clarification may be needed from the client.
• Complete, compile, and finalize required forms, coordinating with corporate resources for signature and notarization.
• Coordinate with internal team members to format, update, and tailor resumes and project profiles for outgoing bids.
• Coordinate with subcontractors on the completion of data calls, forms, and other required information, as determined by the proposal lead.
• Participate in proposal review sessions and provide feedback on the effectiveness of proposal text and graphics.
• Schedule, facilitate, and take notes for proposal-related meetings as required.
• Identify, coordinate and schedule printing and/or courier services for hard copy submissions to ensure production is completed and proposals are delivered on-time.
• Additional ad hoc support as required.

Minimum Job Requirements

Previous experience working in a high-paced deadline driven environment.

Bachelor's Degree in English, Communications, Marketing, Journalism, Business, Public Administration, Political Science, or related field(s), and/or equivalent experience in project coordination, business development, or within the public sector (government) market.

• Highly organized, detail oriented, and experienced in organizing, managing, and sharing information.
• Ability to demonstrate excellent written and verbal communication skills.
• Proficient in Microsoft Office 365 Suite, including Word, Excel, PowerPoint, and Outlook.

Must have knowledge of AI and AI tools

• Able to multi-task, manage priorities, and meet deadlines.
• Ability to manage competing priorities under tight deadlines.
• Able to work independently or as a member of a team, as well as know when to seek support.
• Exhibits initiative, positive attitude, and motivation.
• Ability to occasionally work outside of standard business hours.

Preferred Job Requirements

• Previous proposal or grant writing experience a plus.
• Knowledge within the Public Sector sales and contracting marketplace, preferably in procurement, business development, or marketing (for Federal, State, Local Governments).
• Proficient in additional Microsoft Office applications, including SharePoint, OneNote, Teams, and Dynamics CRM.
• Familiarity with Adobe Acrobat Professional

Work Schedule

• This job is a full-time position, with the expectation that individual works 40 hours per week.
• May be required to work additional hours, if needed (i.e., when the company is helping its clients manage through a disaster, emergency, or other crisis; or when the Proposal Team is facing a quick-turn, time-sensitive proposal deadline).