Contract and Bid Proposal Coordinator

Job Details

Job Location: Pocket Nurse - Greater Pittsburgh Region, PA

As a leading manufacturer and distributor of medical supplies and equipment for healthcare simulation and education, Pocket Nurse provides solutions and services that create hands-on learning experiences for the next generation of healthcare professionals. Our small business philosophy is, “Use your best judgement every day.” Not only do we give team members the guidance and tools to succeed, we give them autonomy to do their best for the company to succeed. This privately held company has been in business since 1992 and is experiencing strong growth year after year.

The Contract and Bid Proposal Coordinator manages the full lifecycle of bids, proposals, and contract management to deliver compliant, winning results. This role is responsible for coordinating, developing, and submitting high-quality, competitive responses for public and private sector contracts.  Working closely with internal teams, this role ensures all submissions meet solicitation requirements, align with company objectives, and are delivered accurately and on time.

The focus of this position is on meeting high standards of accuracy and quality. Expertise will be developed in the role with attention to developing a creative solution to decisions. Regularly communicating viewpoints on problems, opportunities, and changes in a factual, straightforward manner is needed. This job allows for an independent self-starter with opportunities to work collaboratively.

Key Responsibilities and other duties as assigned:

Proposal Development

• Reviews and analyzes Request for Proposals (RFPs), Requests for Quotations (RFQs), and bid solicitations to determine requirements, scope, and deadlines.
• Leads the full proposal process – from evaluation through submission – ensuring accuracy, compliance, and timeliness.
• Coordinates input from sales, operations, finance, purchasing and other teams to prepare responses.
• Drafts, edits, and formats proposal documents including executive summaries, technical responses, pricing, value propositions, and company capabilities.

Project and Deadline Management

• Develops and maintains detailed proposal timelines, deliverables, and submission checklists for multiple concurrent bids under tight deadlines.
• Ensures all submissions meet format, content, and delivery requirements as outlined in the solicitation.

Compliance and Quality Assurance

• Verifies all proposal components meet customer, legal, and internal compliance standards. 
• Maintains version control, documentation, and archiving of all proposal materials.
• Independently researches applicable regulations, policies, and information (corporate or product-related) for bid and contract management.
• Reviews final documents for clarity, consistency, and quality before submission.

Post-Submission Evaluation

• Completes post-bid debriefs and tracks outcomes to identify areas for improvement and win strategies.
• Maintains proposal templates, standard content, and company qualifications to streamline future submissions.
• Supports contract review, renewal tracking, and documentation management. 
• Sources procurement opportunities and maintains bid opportunity pipeline to report to the Sales team.
• Submits monthly contract sales reporting as required per contract terms.

Supervisory Responsibilities:                                                  

• This position has no supervisory responsibilities.

Education:

• Associate’s degree in a related field and 2 years of experience or a combination of 4 years of education and relevant experience.

Skills and Experience:

• Experience in an RFP, bidding, quoting, or contract environment and/or legal document review required.
• Intermediate proficiency with Microsoft Word and Excel.