Proposal & Sales Coordinator

CLASSIFICATION/STATUS: Full Time, 40 hours, Exempt, Permanent

WORK LOCATION: Hybrid, Must be New England-Based

DEPARTMENT: BD - Sales

REPORTS TO: New Business, Proposal & Pipeline Manager

YOUR RESPONSIBILITIES

• Assist the Sales team in identifying and qualifying new prospects using Salesforce, including creating and running reports for the Sales team and operational staff.
• Maintain Salesforce, PSOhub, and other internal software to ensure accurate tracking of leads, opportunities, and client interactions.
• Assist with drafting, assembling, and submitting proposals, presentations, and pitches, including drafting project budgets, editing and revising proposal sections, and coordinating with internal departments.
• Utilize InDesign to design and format visually compelling proposals, ensuring consistency and professionalism in layout and presentation.
• Help with managing proposal deadlines, organizing and submitting required documentation, and ensuring timely approvals, including printing/mailing and uploading to procurement sites.
• Support the development of standard assets and processes for submissions, finalist presentations, and pitches.
• Assist with market research to identify new RFP opportunities, analyze competitor proposals, and present findings to the Sales team to enhance strategic positioning.
• Develop and maintain organized systems in SharePoint to streamline document management.
• Manage task lists for upcoming proposals and coordinate with appropriate staff for required support and supplemental materials.
• Organize and participate in internal and client information calls by taking notes and scheduling follow-ups.
• Field potential client inquiries and assist in maintaining accurate records of communications.
• Perform contract archival, facilitate the drafting of contracts, and obtain signatures from relevant parties.
• Maintain a database of certifications, assist in applying for new ones, and track progress and expirations proactively.
• Perform additional projects, initiatives, duties, responsibilities for any area throughout ASG while demonstrating flexibility and adaptability, for the overall success of the organization as directed by the Associate Director of Sales and/or their designee(s).   

YOUR MINIMUM QUALIFICATIONS

• Associates degree in Business, Marketing, Communications, or related field, or equivalent training and work experience required.
• 2+ years of experience in proposal/sales coordination, ideally within a marketing agency or professional services.
• Ability to conduct market research, analyze competitor proposals, identify RFP opportunities, and support proposal development.
• Proficiency with CRMs, Government Bidding Portals, and Microsoft Office; and InDesign familiarity with best practices across multiple platforms.
• Internet access required.
• Availability to work occasional evenings and weekends during project peaks and company events.
• Bilingual preferred (fluent in English and Spanish/Portuguese).

YOUR COMPETENCIES AND TRAITS

• Communication: must communicate complex information clearly and concisely, actively listens and engages in feedback loops to ensure understanding, and adapts communication style to diverse audiences to foster collaboration and alignment across teams
• Reliability: must consistently deliver high-quality results by managing tasks effectively, meeting deadlines, and proactively solving obstacles to ensure team objectives are met
• Quality Work: must consistently produce high-quality work with meticulous attention to detail, actively incorporating feedback to maintain alignment with quality standards
• Problem Solving & Decision Making: must demonstrate analytical and creative thinking to efficiently resolve issues, using data-driven and innovative approaches to develop solutions and make informed decisions by evaluating information and weighing risks and benefits
• Time Management: must efficiently prioritize and organize tasks to meet deadlines, balances multiple responsibilities, and uses tools and strategies to optimize productivity while managing stress professionally
• Flexibility: must quickly adjust to changes in tasks, priorities, or work conditions with a positive attitude, embracing new challenges and continuously learning to enhance performance and contribute to team success
• Initiative: must proactively identify opportunities to enhance work processes and outcomes, take ownership of tasks, seek out additional responsibilities to support team goals, and demonstrate a forward-thinking approach by anticipating needs and implementing solutions to drive continuous improvement

WHO WE ARE & WHAT WE DO

ASG, established in 2013, is an integrated marketing agency that powers progress for corporations, nonprofits, government agencies, and the communities they serve. We build data-driven campaigns and community-centered engagement that reach the right people, inspire action, and improve lives. By coordinating research, creative, communications, media, a multilingual customer center, and on-the-ground engagement in a single team, ASG delivers precise targeting, rapid response, and results you can measure. From raising health-coverage enrollment by 25 percent to securing community support for clean-energy upgrades, we efficiently and transparently turn insight into impact. Clients choose ASG because we listen first, move nimbly, and stay accountable every step of the way.

OUR PROMISE

If you are passionate about working for a growing organization that values authenticity, passion, helping others, diversity, and inquisitiveness, you will find your career rewarding and impactful at ASG. As Proposal & Sales Coordinator, you will be part of a dynamic team and will find a partner in your career path goals and trajectory!

OUR BENEFITS & PERKS

• Base Salary: Salary range for this position is commensurate with experience. ($57,000-$63,000)
• Vacation, Sick, AND Floating Days: Receive generous vacation time that increases throughout your tenure and frontloaded Sick and Floating Days! 
• 12 Company Holidays
• Health, Dental, and Vision Plans: Choose from an array of high-quality plans for you and your family.
• Employer Paid Life and Long-Term Disability Insurance
• 401K + Match: 401K plan with an employer match after 90 days of employment and financial literacy services provided through our retirement provider.
• Professional Development: In-house training, annual organizational retreats, and more!
• Hybrid Workplace: Enjoy a remote first workplace, with in person duties required as needed for client meetings, events, activations, other project work, and internal meetings.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the incumbent for this position. Duties, responsibilities, and activities may change at any time with or without notice.  

ASG is strongly committed to diversity and a workplace environment that respects, appreciates and values employee differences and similarities.  By providing and supporting a work culture that fosters and builds upon diversity and its strengths, ASG will better serve our clients and communities through its services. ASG is an employment at-will organization and an equal opportunity employer committed to maintaining a work environment free from discrimination on the basis of age, amnesty, ancestry, color, creed, disability, gender, gender identity, gender expression, genetic information, marital status, national origin, pregnancy, race, religion, sex, sexual orientation,  covered veteran status, national guard or reserve unit duty obligations, or any other category protected by law (“protected class status”) and in accordance with applicable federal, state, and local laws. ASG complies with applicable federal, state, and local laws governing non-discrimination in employment.

ASG participates in the E-Verify program and upholds candidates and employee rights. Additionally, ASG complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, or any additional information on the content above, please contact People Operations by email at [email protected].