Proposal Coordinator

About Us Quanta Aviation Services (QAS) is the administrative and organizational arm supporting four aviation companies within Quanta Services. Together, these companies operate the largest private utility helicopter fleet in the world.

QAS supports the aviation group through operational coordination, safety and compliance oversight, construction and rigging support, and training that prepares both flight crews and lineworkers to safely perform helicopter-supported utility work. By providing this structure and support, Quanta Aviation Services enables each operating company to focus on safe operations, customer service, and executing complex utility and construction missions nationwide. About this Role The Proposal Coordinator supports the Proposal Manager across QASG's active pursuit portfolio from Requests for Information through Quanta Monumental RFPs by owning internal meeting coordination and fact-driven research and documentation. This role allows the Proposal Manager to focus on pricing strategy, narrative development, and final proposal packet assembly. What You'll Do Meeting Coordination & Attendance- Schedule and coordinate internal proposal meetings, including kickoffs, status check-ins, and OpCo manager touchpoints.- Attend meetings the Proposal Manager cannot attend pre-bid calls, internal coordination calls, and routine customer Q&A sessions and report key takeaways and action items.- Maintain a shared meeting and action-item log for each active pursuit. Deliverable & Document Tracking- Own the Proposal Deliverable Tracker for each project: follow up with assigned owners, update status, and flag items at risk of missing deadlines.- Track down fact-based supporting documents, including safety certifications, insurance and bonding certificates, OSHA/EMR data, aircraft and pilot certifications, past-performance references, and licenses.- Maintain toolkit files Go/No-Go facts, Compliance Matrix line items, and QC Checklist intake fields keeping them current as new information arrives.- Keep the master Intake Register updated with stage, dates, and status across all active opportunities. Administrative & Process Support- Monitor solicitation portals and email for amendments, addenda, and Q&A responses; flag time-sensitive items promptly.- Assemble and organize project folders per the standard intake process, including toolkit setup and file naming conventions.- Track submission deadlines and internal milestones; send reminders ahead of key dates.- Coordinate document routing for signatures and reviews, including the QC Checklist and Readiness Sign-Off.

REPORTING & WORKING RELATIONSHIPS This position reports directly to the Proposal Manager. The Proposal Coordinator maintains a close, day-to-day working relationship with the Administrative Assistant - BD a dotted-line coordination link rather than a reporting relationship to keep BD Director scheduling and proposal deliverables moving in sync. What You'll Bring MINIMUM QUALIFICATIONS- Bachelor's degree or equivalent combination of education and relevant work experience.- 2+ years of experience in an administrative, coordination, or proposal support role; experience with RFP/proposal processes strongly preferred.- Strong organizational skills with the ability to manage multiple deadlines across a large pursuit portfolio simultaneously.- Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook) and comfort learning proposal-management tools.- Excellent written and verbal communication skills; comfortable representing the Proposal Manager in internal meetings.- Familiarity with the aviation, helicopter services, or utility construction industry is a plus. SUCCESS METRICS- Deliverable tracker items close on time, with no last-minute scrambles for certificates or supporting documents.- Meeting notes and action items are captured and distributed within 24 hours.- The Intake Register and toolkit documents stay current without requiring the