Proposal Coordinator

We support democracy.

Our vision at Election Systems & Software (ES&S) is simple and unwavering — we provide products and services of exceptional quality and value to maintain voter confidence and enhance the voting experience. We accomplish this through continuous investments in research and development, resulting in regular product updates and security enhancements for each voting system we design, build, sell and support.

Join the ES&S team where we are crafting the future of voting in the United States!  On our team, you will push boundaries to provide solutions that meet the industry’s ever-evolving needs. Our people apply their innovative perspective to challenges big and small, and ES&S provides the resources to make our employees’ vision a reality.


Summary/Objective: The Proposal Coordinator prepares professionally written responses to formal sales solicitations, including Request for Proposals (RFP), Request for Information (RFI) and similar documents. This role works cross functionally with Regional Sales Managers and other Subject Matter Experts (SMEs) to write, edit and coordinate compilation of sales and technical text and graphics describing multiple suites of products and services. This role is accountable for the quality and timeliness of proposal responses while adhering to established industry, company and customer processes and procedures. 

Essential Duties and Responsibilities: 

  1. Facilitates the planning of RFPs/RFIs and other bid requests in accordance with required customer specifications.  
  2. Collaborates with SMEs, Regional Sales Managers, and functional stakeholders to assure competitiveness, responsiveness, completeness and quality of proposals in alignment with ES&S high standards and core values. 
  3. Prepares and executes timely completion of proposal responses. This entails drafting responses, creating documents, identifying the appropriate resources/subject matter experts to be involved in the proposal, scheduling and facilitating kickoff meeting, scheduling ongoing meetings to track progress and resolve issues, and gain consensus among stakeholders. 
  4. Responsible for copywriting/editing for proposal efforts, ensuring cohesive voice and narrative that can be used in digital and print media.  
  5. Apply basic principles of document/graphic to emphasize competitive advantages and strategies and align with company branding. 
  6. Work with sales team to write compelling, persuasive cover letter and/or executive summary while following proposal best practices. 
  7. Coordinate Red Team review and edit proposal input from a variety of stakeholders, typically involving contributions from sales, marketing, product teams, pricing and legal to ensure high quality of writing and proposal consistency. 
  8. Manage final production of bid materials in print and electronic versions. This includes quality assurance checks, printing documents, assembling, and shipping.   
  9. Support knowledge management processes and architecture by storing and retrieving proposal responses, corporate capabilities, past performance references, templates and product resources. 

Education:  A bachelor’s degree is preferred (Journalism, English, Business Communications or Marketing Communications) or comparable career experience.  

Experience:  At least 3 years experience including: 

  • Writing, editing and managing projects focused on responses to RFPs/RFIs/bids with respect to technical products and services. 
  • Working with Microsoft Office Suite, specifically Word, Excel and SharePoint and Adobe Acrobat Professional products.  
  • Prefer experience with proposal automation software (or similar) experience 
  • Prefer familiarity Business to Government (B2G) and Business to Business (B2B) sales strategies 
  • Print production and assembly 


  • Ability to collaborate with a multifunctional project team 
  • Strong time management/prioritization skills 
  • Strong written English language skills 
  • Excellent written/verbal communication skills and ability to adjust communication style based on audience  
  • Personal effectiveness/credibility 
  • Ability to interpret and comply with complex requirements 
  • Strong organizational and project planning skills 
  • Highly motivated with strong sense of urgency and ownership 
  • Familiarity with information technology (IT) concepts and methods 

Licenses/Certifications (preferred, not required): Association of Proposal Management Professionals (APMP) Foundation certification 

Travel: Approximately 20% travel is anticipated. 

Salary Description
$58,000 to $68,000