Proposal Coordinator

Castlerock Resources, LLC (for our client, JWTC)

Published: 6/14/2022

Job Description

Castlerock Resources is hiring a Proposal Coordinator in Northwest Houston, on behalf of James Turner Construction Company (JWTC). You’ll run RFP/RFQ responses from start to finish: tracking opportunities and deadlines, pulling requirements, coordinating with internal teams, and delivering compliant, polished submissions. The role also covers keeping proposal content current and supporting marketing materials.

Position Summary

The Proposal Coordinator supports the entire proposal lifecycle—from opportunity identification through submission—ensuring compliant, timely, and high-quality RFP/RFQ responses. This role requires excellent writing, organization, communication, and project-management skills, with the ability to work across departments (operations, estimating, business development, accounting, IT, and executive leadership).

The Proposal Coordinator plays a key role in maintaining proposal content libraries, tracking deadlines, developing polished proposal documents, and supporting marketing and corporate operations tasks as needed.

Essential Duties & Responsibilities

Proposal & RFP/RFQ Management

Monitor procurement sites daily and identify relevant opportunities.
Create, manage, and monitor all proposal-related calendars, deadlines, and submission schedules.
Coordinate proposal kick-off meetings, task assignments, and timelines.
Review solicitation documents and extract key requirements, submission criteria, and scoring factors.
Develop compliant, organized, and professionally formatted proposal documents.
Coordinate the assembly of resumes, project sheets, organizational charts, and required attachments.
Track clarifications, addenda, and required forms; distribute updates to internal teams.
Facilitate redlining, editing, and version control of all proposal materials.
Support pricing submissions and coordinate with estimating and finance teams.
Prepare final packages for electronic or hard-copy submittal according to agency specifications.

Content Development & Document Management

Maintain a well-organized proposal library, including templates, boilerplate text, graphics, and forms.
Update project references, past performance summaries, and corporate qualification materials.
Draft, edit, and format narrative sections, including company overviews, staffing plans, technical approaches, safety, QA/QC, and project methodologies.
Support creation and maintenance of subcontractor outreach documentation, required forms, and compliance content.

Marketing Support

Assist with updating marketing materials, presentations, capability statements, and project profiles.
Coordinate with social media/marketing consultants on content, updates, and analytics.
Prepare graphics, charts, and layouts using Word, PowerPoint, Canva, or Adobe tools.

Cross-Functional Coordination

Work closely with Corporate Operations, Field Operations, IT, Accounting, Legal, and Vendor Relations teams to gather accurate proposal content.
Assist in maintaining corporate certifications, licenses, registrations, and other documents often required in solicitations.
Coordinate requests for subcontractor documentation and vendor compliance.

Administrative & Operational Support

Maintain internal tracking logs for proposals, wins/losses, and submission metrics.
Assist with HomeBase/QuickBase data entry for proposal or project-related items when needed.
Support executive leadership with research, document creation, and meeting preparation related to proposal strategy or business development initiatives.

Required Skills & Qualifications

Bachelor’s degree in Communications, Business, Marketing, English, or related field (or equivalent experience).
Minimum 2–5 years of experience in proposals, technical writing, marketing, project coordination, or similar work.
Exceptional written communication and editing skills.
Strong organizational and time-management skills; ability to manage multiple deadlines.
High proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
Experience with Canva or Adobe tools preferred.
Familiarity with QuickBase, SharePoint, or other database/document-management systems.
Ability to work under pressure, pivot quickly, and maintain accuracy with strict compliance requirements.
Professional presence and the ability to work with executives, technical staff, and external partners.

Preferred Experience

Experience in construction, disaster debris removal, emergency management, disaster recovery, housing programs, or government contracting.
Prior involvement in assembling proposals for federal, state, or county procurements.
Knowledge of procurement terminology, evaluation scoring, and compliance frameworks.

Physical & Work Environment

Primarily in-office role (Tomball, TX).
Occasional additional hours required during peak proposal periods.
Some occasional travel for meetings, events, or site visits may be required.

\nCompany Description

Castlerock Resources, LLC handles the hiring, HR, and other project team activities for our client, James W. Turner Construction (JWTC). For additional information regarding our client, please review their website at www.jwtc.net.