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Job Title Proposal Coordinator*
Location Boston*
*Position is based out of Boston
Department Administration
FLSA Status Non-Exempt

Keolis is currently seeing top talent for an experienced Proposal Coordinator:  

For over 100 years, Keolis has been helping more people travel safely, comfortably, and efficiently than anyone else in the world.  Keolis is an innovative partner working continuously to create solutions to meet the needs of our customers . . . today and in the future!  We’ve been managing complex passenger transportation for more than a century and we’re on a constant quest to find better ways of helping our customers achieve their goal of providing superior service to their communities.  

Position Summary:

This position will be a vital role in the Business Development Department (BD) and reporting to the Project Manager and/or the Vice President of Business Development.  The Proposal Coordinator will be involved in each phase of KTA’s Business Development processes. 

Responsibilities and Duties

  • Submit FOIA requests on behalf of the VPs of Business Development
  • Monitor FOIA receipts, proactively engage with the BD team members on status, and maintain the library of FOIA information on SharePoint
  • Monitor bid notification emails daily and notify VPs of Business Development of relevant opportunities
  • Support pipeline management of qualified opportunities with VPs of Business Development
  • Ensure Keolis is registered as a vendor with prospects, and document details/status of registrations in Salesforce, in support of the Vice Presidents of Business Development
  • Administer and maintain proper organization of documents in SharePoint
  • DBE process:
  • Identify the scope of work for DBE participation in coordination with the Business Analyst
  • Identify local DBE vendors (In collaboration with the designated VP of Business Development), confirm appropriate DBE certification, and collect required forms and pricing quotes from vendors
  • Confirm with SMEs that the DBE solution and pricing quote are acceptable and affordable
  • Work with the Business Analyst to monitor DBE goal achievement rates
  • Regularly update (at least weekly) BD Leadership on status, priorities, and potential alerts
Review the RFP for proposal production/documentation requirements early in the process to ensure compliance with the RFP (e.g. financial statements, good standing condition, bonds, insurances, etc.); collect said documents, including signatures if necessary, by the appropriate person(s); ensure proposal team’s awareness of requirements and proactively assemble documentation Support the writing of non-technical sections, such as cover letters, corporate experience, resumes, etc. Maintain the Keolis interview presentation and proposal response templates Serve as the liaison and coordinator for the creation of covers, spines, graphics, and formatting and editing of the documents Ensure proposal is in compliance with RFP Instructions, printing, and delivery Other duties as assigned



  • Ability to work under pressure and to adhere to strict deadlines
  • High attention to detail
  • Excellent written and oral communication skills
  • Demonstrates excellent interpersonal, communication, and customer service skills, being able to work effectively with all levels of employees across the organization
  • High proficiency in Microsoft Business Suite (specifically Word, Excel, and PowerPoint) and Adobe Pro or InDesign
  • Bachelor’s degree or 3 years of experience in a Proposal Coordinator, or similar, role


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