Contracts and Proposal Coordinator

Job Description

Job DescriptionSustainable Engineering Solutions (SES), a commissioning and engineering consulting firm, is seeking a detail-driven and highly organized Contracts & Proposal Coordinator to support our client-facing operations. This position is ideal for professionals with experience in contract coordination, document management, and proposal assembly, such as procurement specialists, project administrators, grant writers, paralegals, or executive assistants with strong organization, interpersonal communication and project management skills.

Key Responsibilities:

• Proposal & Qualifications Support
  • Review Requests for Qualifications (RFQs) and Requests for Proposals (RFPs) to identify key submission requirements, evaluation criteria, and deadlines.
  • Dissect solicitations to create detailed response outlines and assignment checklists; guide internal team members through content development needs.
  • Assemble and format Statements of Qualifications (SOQs) and proposal documents in compliance with instructions and branding standards.
  • Coordinate input from technical staff and consultants; ensure clarity, consistency, and compliance with submittal requirements.
  • Organize, update, and maintain a library of proposal components including resumes, project descriptions, certifications, standard forms, and related firm content.
  • Oversee the production and on-time delivery of printed and digital proposal packages.
• Contract Administration & Client Support
  • Support the preparation and execution of contracts, subconsultant agreements, and related documentation.
  • Track contract status and maintain organized records for firm leadership and project teams.
  • Serve as liaison between internal staff and external clients or vendors regarding document requests and submission logistics.
• Scheduling & Documentation
  • Maintain tracking systems related to upcoming opportunities, submission deadlines, and project milestones.
  • Schedule internal review sessions, debriefs, and documentation workflows.
  • Keep accurate records of submissions and assist in reviewing client feedback.
• Research & Content Assembly
  • Research clients, public notices, and project opportunities; compile summaries for internal use.
  • Interview technical staff to help compile content for project descriptions and team qualifications.
  • General Administrative Support
  • Maintain staff credential lists, corporate registrations, and industry affiliations.
  • Support coordination of occasional firm events or professional organization participation.
  • Collaborate with leadership on internal documentation, vendor coordination, and project tracking tools.

Ideal Background:

• Experience in a professional services environment (architecture, engineering, environmental, construction, legal, financial, or consulting preferred).
• 3–7 years of relevant experience in contract support/administration, document production, or proposal coordination/management.
• Strong writing, editing, and proofreading skills; ability to assemble information from multiple contributors into cohesive documents.
• High attention to detail, especially when formatting, organizing files, or tracking deliverables.
• Proficiency with Microsoft Office (Word, Excel, Outlook); familiarity with Adobe InDesign or CRM tools is preferred.
• Comfortable managing sensitive information and working with firm leadership on deadline-driven tasks.

Why Join SES?
Sustainable Engineering Solutions (SES) is a growing firm based in Rocky Hill, CT focused on improving building performance, energy efficiency, and occupant wellness. We support public and private clients across New England with services rooted in technical excellence and sustainability. This role offers a stable, collaborative work environment and the opportunity to make a measurable impact in the built environment.

SES is an equal opportunity employer.

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