Proposal Administrator / Coordinator (Contract)

Position: Proposal Administrator / Coordinator (Contract) Type: Contract, Full Time for the Duration of the Proposal Overview Road Map Consulting (RMC) is seeking a dedicated Proposal Coordinator to serve as the central point of coordination for a major proposal effort. This individual will help keep all contributors, deadlines, compliance items, meetings, revisions, and submission requirements on track throughout the proposal lifecycle. This role is not responsible for writing the full proposal. Instead, the Proposal Coordinator will ensure the proposal process remains organized, compliant, and deadline driven from kickoff through final submission. Key Responsibilities - Serve as the central point of coordination for the proposal team. - Track every proposal task by owner and due date. - Follow up regularly with assigned owners to ensure outstanding items are completed on schedule. - Attend all proposal related meetings, client meetings, internal discussions, and project check ins. - Capture detailed meeting notes, including comments, suggestions, requested revisions, decisions made, open questions, action items, responsible owners, and due dates. - Maintain a centralized action log to ensure no comments, revisions, or follow up items are lost between meetings. - Monitor proposal progress and proactively identify risks, delays, missing inputs, unclear ownership, or compliance concerns. - Escalate overdue or at risk items to the appropriate team lead when necessary. - Help assemble, organize, and maintain proposal materials in one central location, ensuring the team is always working from the latest approved files and document versions. - Support the proposal team in maintaining an organized, compliant, and deadline driven proposal process from start to finish. Requirements - Strong project management and administrative skills. - Strong follow up discipline with the ability to professionally and persistently hold task owners accountable. - Ability to capture detailed meeting notes and translate discussions into clear action items, owners, and due dates. - Comfortable identifying risks early and escalating issues when deadlines, compliance items, or required inputs are at risk. - Excellent organizational skills with strong attention to detail. - Excellent written and verbal communication skills. - Ability to manage multiple contributors and competing priorities while maintaining project momentum. Preferred Qualifications - Prior proposal coordination experience. - Experience supporting government contracting or compliance-related projects. - Experience with compliance tracking or document production. - Candidates with strong project management and administrative discipline are encouraged to apply, even if they have not previously worked in proposal coordination or government contracting.