Proposal Coordinator 1

at Patriot Construction Management in Sheridan, Arkansas, United States

Job Description

JOB SUMMARY

The PROPOSAL COORDINATOR I is responsible for coordinating, managing, and supporting the full lifecycle of the FRMS (Facility Repair & Maintenance Services) quote and competitive bidding process to support program growth and contractor performance. This role plays a critical part in requesting and reviewing contractor quotes, coordinating Request for Approval (RA) and Request for Proposal (RFP) activities, and ensuring compliant, accurate, and timely bid packages for work orders exceeding approved Not-to-Exceed (NTE) thresholds.

JOB DUTIES AND RESPONSIBILITIES: 

1.    QUOTE AND BID COORDINATION: Request and coordinate contractor quotes for work orders requiring funding beyond the approved Not-to-Exceed (NTE) amount, including scope of work, price breakdowns, and photos. Prepare Request for Approval (RA) records and submit for approval in accordance with FRMS NTE thresholds.
2.    COMPETITIVE BIDDING AND RFP MANAGEMENT: Prepare and distribute Bid Request work orders and Request for Proposal (RFP) packets to qualified contractors when scope requires competitive bidding. Generate WO Packets, create dispatch/bid invitation emails, and track contractor responses to ensure a full, competitive pool of bids for each scope.
3.    QUOTE REVIEW AND COMPLIANCE: Ensure contractor quotes and bids are fair and reasonable, submitted in a timely manner, include required price breakdowns, photos, and scope documentation, and comply with FRMS pricing and confidentiality standards, including withholding competing pricing and removing contractor logos from any shared bid documents.
4.    AWARD AND DISPATCH: Submit approved Request for Approval (RA) records, dispatch the awarded contractor's Work Order, and notify unsuccessful bidders that their quote was not approved. Decline RAs and bills for costs incurred, or revise and recycle the quote approval process, as directed by the Project Manager.
5.    COLLABORATION: Collaborate with Project Managers (PMs), Patriot Personnel, and the Contractor Selection team to identify and dispatch qualified contractors by trade, follow required approval escalation procedures, and support cross-functional process improvements that enhance bid quality and turnaround.
6.    PERFORMS OTHER ESSENTIAL DUTIES AS ASSIGNED. 

EQUIPMENT OPERATED:

General office equipment (computer, dual monitors, phone, printer) and Salesforce case/work order management system.

KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of FRMS service processes, Not-to-Exceed (NTE) thresholds, and Request for Approval (RA) workflows.
• Knowledge of competitive bidding practices, contractor quote evaluation, and contract fee structures.
• Knowledge of contractor selection, dispatch, and Work Order (WO) documentation processes.
• Knowledge of project management principles and case/work order coordination processes.
• Knowledge of bid documentation management, pricing confidentiality standards, and quality assurance procedures.
• Ability to manage multiple concurrent work orders, bid requests, and approval deadlines in a fast-paced environment.
• Ability to interpret NTE thresholds and scope-of-work requirements and communicate them effectively to Project Managers and contractors.
• Ability to collaborate effectively with Project Managers, Patriot Personnel, finance, and contractor stakeholders.
• Ability to maintain accuracy and attention to detail under tight deadlines.
• Ability to adapt quickly to changing priorities and scope requirements.
• Ability to work independently while contributing to a collaborative team environment.
• Ability to identify process improvement opportunities and support operational efficiency initiatives.
• Ability to maintain confidentiality of contractor pricing and exercise sound professional judgment.
• Skilled in coordinating multiple bid requests, cases, and work orders simultaneously.
• Skilled in critical and analytical thinking.
• Skilled in documenting quality control.
• Skilled in reviewing and interpreting contractor quotes, RFP responses, and compliance requirements.

MINIMUM QUALIFICATIONS: 

High school diploma or equivalent, PLUS
Minimum of one (1) year of experience in administrative support, bid/quote coordination, facilities or property maintenance support, procurement support, or a related field, or an equivalent combination of education and experience.

PREFERRED QUALIFICATIONS:  

Associate’s or Bachelor’s degree in Business Administration, Construction Management, Procurement, or a related field. Experience with Salesforce or similar case/work order management systems preferred.

Special Qualifications: 

Must pass a criminal background check

Must be AGILE. The ability to hold yourself and others Accountable, have a personal Growth mindset, ability to act with Integrity, ability to demonstrate Leadership attributes to motivate and support coworkers, and practice Everyday Improvement. 

WORK CONDITIONS: 

Works in heated and cooled office environment.  

Prolonged periods of sitting at a desk and working on a computer.  

The above describes the general content and requirements for this job. It is not intended to be an all- inclusive list of duties, responsibilities, or requirements.