How to hire a proposal coordinator

How to hire a proposal coordinator, step by step

Here's a step-by-step proposal coordinator hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write a proposal coordinator job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new proposal coordinator
• Step 8: Go through the hiring process checklist

What does a proposal coordinator do?

Post a proposal coordinator job for free, promote it for a fee

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1. Identify your hiring needs

   Before you post your proposal coordinator job, you should take the time to determine what type of worker your business needs. While certain jobs definitely require a full-time employee, it's sometimes better to find a proposal coordinator for hire on a part-time basis or as a contractor.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   You should also consider the ideal background you'd like them a proposal coordinator to have before you start to hire. For example, what industry or field would you like them to have experience in, what level of seniority or education does the job require, and how much it'll cost to hire a proposal coordinator that fits the bill.

   This list presents proposal coordinator salaries for various positions.

   Type of Proposal Coordinator	Description	Hourly rate
   Proposal Coordinator		$19-41
   Business Developer	A business developer specializes in conducting in-depth business analysis and crafting various strategies that would not just help a business grow, but also strengthen client base and brand awareness. One of their primary responsibilities revolves around identifying areas in need of improvement... Show more	$31-75
   Operations Internship	Operations interns learn the management techniques on how to lead and supervise others. Interns usually gain experience by being an unpaid employee in the operational department... Show more	$12-20

   Show more

2. Create an ideal candidate profile

   Common skills:

   • RFP
   • PowerPoint
   • Business Development
   • SharePoint
   • Proofreading
   • Proposal Management
   • Project Management
   • Photoshop
   • Subject Matter Experts
   • Desktop
   • Graphic Design
   • RFI
   • Adobe Indesign
   • Proposal Content

   Check all skills

   Responsibilities:

   • Implement Salesforce for division and manage pipeline and post-award contract documentation.
   • Provide desktop publishing and production support including graphics, proofreading, editing, reproduction, electronic media, and binding.
   • Assist in the development of proposal win themes, discriminators, ghosting tactics and win strategies.
   • Coordinate with the sales team and SMEs to develop a proposal strategy and ensure the timely completion.
   • Participate in various aspects of the proposal process including design, layout, keyboarding, proofreading, production, and filing.
   • Analyze, research, and review RFQs and RFPs to determine if client meets minimum organizational, produce and/or services requirements.

   More proposal coordinator duties

3. Make a budget

   Including a salary range in your proposal coordinator job description helps attract top candidates to the position. A proposal coordinator salary can be affected by several factors, such as geography, experience, seniority, certifications, and the prestige of the hiring company.

   For example, the average salary for a proposal coordinator in North Dakota may be lower than in Rhode Island, and an entry-level proposal coordinator usually earns less than a senior-level proposal coordinator. Additionally, a proposal coordinator with certifications may command a higher salary, and working for a well-known company or start-up may also impact an employee's pay.

   Average proposal coordinator salary

   $60,014yearly

   $28.85 hourly rate

   ---

   Entry-level proposal coordinator salary

   $41,000 yearly salary

   Updated December 5, 2025

   Average proposal coordinator salary by state

   Rank	State	Avg. salary	Hourly rate
   1	Rhode Island	$80,350	$39
   2	District of Columbia	$77,424	$37
   3	Maryland	$76,751	$37
   4	Michigan	$76,146	$37
   5	Massachusetts	$72,510	$35
   6	California	$70,738	$34
   7	Nevada	$67,558	$32
   8	Louisiana	$67,353	$32
   9	Ohio	$66,108	$32
   10	Virginia	$66,000	$32
   11	West Virginia	$64,354	$31
   12	Illinois	$64,211	$31
   13	New York	$62,290	$30
   14	Arizona	$61,963	$30
   15	Hawaii	$61,543	$30
   16	Pennsylvania	$60,325	$29
   17	Texas	$60,230	$29
   18	Iowa	$60,165	$29
   19	Florida	$59,900	$29
   20	North Carolina	$58,698	$28

   Average proposal coordinator salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	Citi	$111,232	$53.48
   2	TechnipFMC	$98,696	$47.45
   3	Iteris	$96,618	$46.45	1
   4	Sierra Nevada	$96,089	$46.20
   5	Parsons	$91,117	$43.81	5
   6	Elevance Health	$90,032	$43.28
   7	HumRRO	$89,762	$43.15
   8	BerryDunn	$89,732	$43.14	2
   9	American Red Cross	$89,014	$42.80	10
   10	Lovelace Respiratory Research Institute	$82,507	$39.67
   11	WidePoint	$82,055	$39.45
   12	Esri	$77,539	$37.28	1
   13	NetImpact Strategies	$77,003	$37.02	3
   14	Michels	$76,544	$36.80	4
   15	Westat	$75,305	$36.20
   16	Vocera Communications	$74,882	$36.00
   17	Guidehouse	$74,600	$35.87
   18	Raytheon Technologies	$74,019	$35.59	8
   19	Horizon Software	$73,987	$35.57
   20	Howard L. Zimmerman Architects, P.C.	$73,297	$35.24

4. Writing a proposal coordinator job description

   A good proposal coordinator job description should include a few things:

   • Summary of the role
   • List of responsibilities
   • Required skills and experience

   Including a salary range and the first name of the hiring manager is also appreciated by candidates. Here's an example of a proposal coordinator job description:

   Proposal coordinator job description example

   Driven by a high-caliber workforce, Ameresco is a leading clean technology integrator and renewable asset developer, owner and operator. Our comprehensive services include energy efficiency, infrastructure upgrades, asset sustainability and renewable energy solutions throughout North America and Europe. Our renewable energy assets and customer projects have delivered a cumulative carbon offset equivalent to over 60 million metric tons of carbon dioxide since going public in 2010.
   
   Grounded in our C.A.R.I.N.G. values and guided by our Environmental, Social and Governance practices, we are proud of our engaging workplace with a host of competitive benefits and wellness programs. Our teams work collaboratively to deliver best-in-class solutions with a relentless focus on customer satisfaction. In pursuit of energizing a sustainable world, our people and purpose set Ameresco apart.
   
   Help shape the future of energy by working for an award-winning team, honored to be recognized by agencies including Best and Brightest Companies to Work for in the Nation and Forbes for our company culture, industry leadership, and client projects. Ameresco is fueled by a dynamic team that embraces diversity, career development opportunities, and -- most importantly - employees driven by doing well by doing good.
   
   Fueled by a dedicated workforce, AMERESCO is the premier provider of energy efficiency and renewable technology solutions. From conservation to renewable energy generation, Ameresco employees have developed and implemented over $5 Billion in energy savings solutions that help our customers utilize clean and sustainable resources.
   
   This is a new opportunity for a Federal Proposal Professional to partner with our Engineering and Construction estimating teams in the development, preparation, and production of successful design and construction project proposals for the federal government. This position will be located in Knoxville, TN.
   Responsibilities:
   Collaborate with Engineering and Construction teams to produce successful proposals.Lead and support internal development, editing, coordination activities required to produce proposal and presentation materials.Build the proposal compliance matrix and track fulfillment of all requirements.Develop proposal outlines and templates, confirm compliance with solicitations, and use these templates as a key proposal configuration control medium.Identify relevant company proposal materials, applicable boilerplate, and intelligence that might be adapted to the writing assignment.Conduct regular proposal progress status meetings, and update and monitor proposal calendars and databases tracking project status.Integrate, format, and publish draft, review team, and final version of proposal documents.Maintain real-time back-up, version control, and archive working proposal drafts.Edit proposal sections for grammar, style, consistency, and correctness.Create and edit graphics to accompany proposal text.Partner with project teams to produce marketing and presentation materials for customer meetings, seminars, and conferences.Gather and update supporting company data and customer project information.Identify and implement production process improvements to ensure effective use of resources.Perform other duties as required.
   
   Qualifications:
   
   Minimum Qualifications:
   Bachelor's Degree in Communications, Marketing, English, Business, or related field, or equivalent years of related proposal development and production experience.Minimum of 5 years of overall proposal development and production experience, with at least 2 years of Federal proposal development and production experience is required.Demonstrated knowledge of Federal RFP/RFQ process for single phase and two-phase procurement processes as well as IDIQs, MACCs, and MATOCs, including contracting agencies such as NAVFAC, USACE, GSA, and DLA.Prior experience with proposal submissions that involve firm-fixed pricing.Prior experience within engineering, federal, or commercial construction project environment.Proven ability to effectively manage multiple priorities in a dynamic, fast-paced work setting.Proficiency in Word, Excel, and PowerPoint.
   
   Additional Preferred Qualifications:
   Superior organizational, project, time management, and resource planning skills.Excellent verbal, written, computer and interpersonal communication and presentation skills.Advanced MS Office and Adobe computer proficiency; Visio, Adobe InDesign or Photoshop and/or publishing/design software proficiency a plus.Valid Drivers' License issued by state of residence and in good standing.Some travel may be required.
   
   AMERESCO challenges the brightest, most talented and creative individuals in the industry by providing an environment that embraces initiative, diversity, and achievement along with comprehensive rewards, including people-oriented insurance, investment, and incentive plans.
   
   Equal Opportunity/Affirmative Action Employer/Women/Minorities/Veteran/Disability.

   Copy this example

   

5. Post your job

   To find proposal coordinators for your business, try out a few different recruiting strategies:

   • Consider internal talent. One of the most important talent pools for any company is its current employees.
   • Ask for referrals. Reach out to friends, family members, and your current work to ask if they know any proposal coordinators they would recommend.
   • Recruit at local colleges. Attend job fairs at local colleges to recruit entry-level proposal coordinators with the right educational background.
   • Social media platforms. LinkedIn, Facebook, and Twitter have more than 3.5 billion users, and they're a great place for company branding and reaching potential job candidates.

   Post your job online:

   • Post your proposal coordinator job on Zippia to find and recruit proposal coordinator candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   Your first interview with proposal coordinator candidates should focus on their interest in the role and background experience. As the hiring process goes on, you can learn more about how they'd fit into the company culture in later rounds of interviews.

   It's also good to ask about candidates' unique skills and talents. You can move on to the technical interview if a candidate is good enough for the next step.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new proposal coordinator

   Once you've decided on a perfect proposal coordinator candidate, it's time to write an offer letter. In addition to salary, it should include benefits and perks available to the employee. Qualified candidates may be considered for other positions, so make sure your offer is competitive. Candidates may wish to negotiate. Once you've settled on the details, formalize your agreement with a contract.

   It's equally important to follow up with applicants who don't get the job with an email letting them know that the position has been filled.

   Once that's done, you can draft an onboarding schedule for the new proposal coordinator. Human Resources should complete Employee Action Forms and ensure that onboarding paperwork is completed, including I-9s, benefits enrollment, federal and state tax forms, etc. They should also ensure that new employee files are created for internal recordkeeping.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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How much does it cost to hire a proposal coordinator?