Proposal & Prequalification Coordinator

Position Summary

We are seeking a highly organized, detail-oriented Proposal & Prequalification Coordinator to support the preparation, coordination, formatting, and submission of technical proposals, customer prequalification packages, RFQs, RFPs, and other business development materials.

This position works closely with the Proposal & Prequalification Manager and cross-functional teams, including Estimating, Preconstruction, Operations, Finance, Safety, Risk Management, Human Resources, and Marketing, to ensure accurate, complete, and timely submissions.

The ideal candidate possesses strong organizational, communication, proofreading, and document-management skills, with the ability to coordinate multiple priorities and maintain accurate company information.

Key Responsibilities

Proposal Coordination and Submission

- Support the preparation, coordination, formatting, and submission of technical proposals, prequalification packages, RFQs, RFPs, and other customer-requested materials.
- Review bid and prequalification requirements to identify required documents, forms, attachments, deadlines, and submission instructions.
- Assist with developing proposal compliance checklists, calendars, schedules, and internal due dates.
- Collect required information from Finance, Safety, Risk Management, Human Resources, Operations, Estimating, Marketing, and other departments.
- Prepare initial proposal content using approved templates and existing company information, including project experience, resumes, organizational information, company qualifications, and standard narrative content.
- Format and assemble proposal documents, exhibits, attachments, presentations, and supporting materials in accordance with established company and customer requirements.
- Maintain proposal calendars and track internal deadlines, outstanding information, reviews, approvals, and final submission requirements.

Prequalification Coordination

- Support contractor and customer prequalification requests by collecting and organizing financial, bonding, insurance, licensing, safety, workforce, certification, and company-experience information.
- Maintain the centralized prequalification tracker, including submission status, renewal dates, expiration dates, outstanding requirements, and completed submissions.
- Monitor upcoming prequalification renewals and communicate required actions to the Proposal & Prequalification Manager and applicable internal stakeholders.

Document Management and Content Maintenance

- Maintain an organized and current library of approved company information, including licenses, certifications, safety information, insurance documentation, project experience, employee resumes, organizational information, and approved boilerplate content.
- Update reusable proposal materials and templates as approved information changes.
- Coordinate document revisions and maintain appropriate version control throughout the review and approval process.
- Assist with maintaining standardized proposal and prequalification templates, checklists, file structures, naming conventions, and administrative processes.

Quality Control and Compliance

- Perform quality-control reviews for formatting, spelling, document completeness, consistency, and compliance with stated submission requirements.
- Identify missing or inconsistent information and escalate issues to the Proposal & Prequalification Manager prior to submission.
- Maintain confidentiality of financial, insurance, safety, employee, and other sensitive company information.

Cross-Functional Coordination and Process Improvement

- Support development and formatting of customer presentations, project interview materials, pursuit presentations, and related deliverables.
- Coordinate with internal stakeholders to ensure information is received, reviewed, and incorporated within established deadlines.
- Support continuous improvement initiatives designed to improve proposal organization, document accessibility, submission accuracy, and overall process efficiency.

Required Qualifications and Experience

- High school diploma or equivalent required.
- 1–3 years of experience in proposal coordination, prequalification support, construction administration, marketing coordination, business administration, document control, or a related function.
- Strong organizational skills with the ability to manage multiple deadlines, documents, and requests simultaneously.
- Strong written communication, proofreading, grammar, and document-formatting skills.
- Proficiency with Microsoft Word, PowerPoint, Excel, and Adobe Acrobat.
- Ability to review instructions and identify required documents, forms, deadlines, and submission requirements.
- Strong attention to detail and ability to identify missing, incomplete, or inconsistent information.
- Ability to maintain organized electronic files, trackers, templates, and documentation.
- Strong interpersonal skills with the ability to obtain information and coordinate deliverables across multiple departments.
- Ability to appropriately handle confidential financial, employee, insurance, safety, and company information.

Preferred Qualifications

- Associate's or bachelor's degree in Business, Communications, Marketing, Construction Management, or a related field.
- Experience within electrical contracting, construction, engineering, architecture, or another architecture, engineering, and construction (AEC) environment.
- Previous experience supporting proposals, RFPs/RFQs, contractor prequalifications, bids, or pursuit activities.
- Experience with ISNetworld, Avetta, or general contractor-specific prequalification platforms.
- Experience with Unanet, Cosential, CRM, proposal-management, or similar systems.
- Familiarity with Adobe InDesign, Canva, or comparable publishing and presentation tools.
- Experience supporting Estimating, Preconstruction, Business Development, or Marketing teams.

Why Hays Electrical Services
- Fast-growing national electrical contractor with operations across multiple states.
- Opportunity to directly impact organizational growth and talent strategy.
- Hays Electrical Services is an Equal Opportunity Employer and is committed to creating an inclusive environment for all employees.
- Collaborative, high-performance culture.
- Exposure to executive leadership and strategic hiring initiatives.
- Career growth opportunities within a rapidly expanding organization.