Client Proposal Coordinator

Key Responsibilities

Proposal Intake, Coordination & Opportunity Management

• Serve as the primary coordination point after a proposal or client pursuit request is initiated, ensuring opportunities are logged, organized, and routed appropriately.
• Ensure intake requests are complete and ready to move forward by coordinating with stakeholders to gather required discovery information, notes, supporting documentation, and qualification details (this role supports and documents qualification; it does not make qualification decisions).
• Enter, maintain, and update opportunity details in Salesforce, ensuring clean data, required fields completed, accurate stages and statuses, and timely updates throughout the opportunity lifecycle.
• Schedule and coordinate meetings related to proposals and other client growth initiatives, including kickoffs, discovery follow-ups, internal working sessions, reviews, and debriefs.
• Prepare agendas, distribute materials, track follow-up action items, and maintain clarity around next steps.
• Maintain visibility across active pursuits and related initiatives by tracking deadlines, assignments, dependencies, and handoffs, escalating risks or gaps early.

Proposal Execution, Review & Reporting

• Support proposal development by coordinating inputs and managing version control and document organization.
• Help gather pricing inputs and supporting assumptions from the appropriate teams, and help coordinate pricing reviews and approvals with BD and service line leadership.
• Manage the proposal review process, including routing drafts for review, consolidating edits, maintaining the review schedule, and ensuring final quality checks. .
• Track proposal activity and outcomes, including win/loss status and key metrics; maintain proposal reporting and dashboards, and support regular win-rate reporting.
• Partner with administration team with Engagement Letter generation in hand with Proposal execution.

Administrative, Operational & Marketing Support

• Provide day-to-day administrative support related to various client growth initiatives as needed
• Assist with the preparation and distribution of content (presentations, proposals, internal communications, event materials, etc.)
• Maintain organized digital files, templates, credentials, and other relevant resources and coordinate updates across systems.
• Perform quality checks on proposal and related materials to ensure accuracy, consistency, and alignment with firm standards and branding.\
• Identify opportunities to streamline processes, improve templates, and enhance documentation.
• Support special projects and additional administrative or operational needs as priorities evolve

Qualifications and Skills

Required

• 1–3 years of administrative, coordination, or support experience (professional services preferred)
• 3 years Proposal experience
• Strong organizational skills with the ability to manage multiple priorities and deadlines
• High attention to detail and accuracy
• Strong written and verbal communication skills
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint)
• Ability to work collaboratively and maintain confidentiality

Preferred

• Exposure to marketing, communications, or project coordination
• Experience with CRM, marketing automation, or project management tools
• Familiarity with branding guidelines or proposal support
• Interest in learning marketing operations and professional services marketing

Key Attributes for Success

Proactive, dependable, and service-oriented
Comfortable working in a fast-paced, deadline-driven environment
Willingness to learn and grow within the firm
Strong follow-through and accountability
Positive, team-first mindset