Proposal Coordinator (Proposal Writer/ Bid Specialist)

Job Title: Proposal Coordinator (Proposal Writer / Bid Specialist)

Department: Business Development / Proposals
Reports To: General Manager
Job Location: HQ [Charlotte, NC]

About Nexus Group

We believe passionate people create companies that go above and beyond for their customers. At Nexus, your work directly supports healthcare, research, and scientific advancement. You will gain real responsibility, real visibility, and real growth opportunities.

Nexus Group provides comprehensive maintenance, repair, and service management for specialized medical, laboratory, and scientific equipment across multiple manufacturers. Our mission is to support healthcare and research organizations through cost-effective maintenance solutions that keep critical equipment operational with minimal downtime.

We are a growing, entrepreneurial organization where initiative, curiosity, and ownership are highly valued.  We believe passionate people create companies that go above and beyond for their customers.  

Position Summary

Nexus Group is seeking a motivated and detail-oriented Proposal Coordinator to support business growth by identifying, organizing, and responding to bid opportunities across federal, state, and institutional markets.

This role blends proposal writing, bid coordination, opportunity research, and sales pipeline support.  The Proposal Coordinator will work closely with the General Manager to identify opportunities, develop compliant proposals, and manage new business opportunities within Salesforce CRM from initial identification through status progression.  You will help Nexus compete for new contracts by preparing professional proposal submissions, tracking solicitations, coordinating internal inputs, and ensuring deadlines are met.

This is an ideal opportunity for early-career professionals interested in government contracting, business development, technical writing, or operations strategy.

You will gain hands-on exposure to federal procurement, competitive strategy, and business development operations while playing a direct role and contributing to company growth.

Primary Responsibilities

Sales Pipeline & CRM Coordination

• Partner with the General Manager to log, track, and manage all new business opportunities in Salesforce CRM
• Maintain accurate opportunity records including stage progression, contacts, notes, and next actions
• Monitor pipeline movement and help ensure timely follow-up activities
• Support opportunity forecasting and reporting
• Help maintain data quality and consistency across the Salesforce CRM system

Opportunity Identification

• Monitor bid portals (SAM.gov, GSA eBuy, agency portals, etc.) for relevant solicitations
• Screen opportunities and summarize requirements for leadership review
• Maintain pipeline tracking and bid calendar

Proposal Development

• Draft and format technical and administrative proposal responses
• Coordinate internal subject matter input (service, pricing, operations)
• Assemble compliant proposal packages and ensure submission accuracy
• Maintain proposal templates, resumes, past performance, and boilerplate content

Bid Coordination

• Manage timelines, checklists, and submission requirements
• Track amendments, Q&A deadlines, and compliance items
• Support pricing documentation and proposal packaging

Process Improvement

• Maintain proposal library and knowledge repository
• Assist with competitive research and market intelligence
• Support post-award and debrief analysis

Strategic Support

• Assist with GSA schedule maintenance and updates
• Support business development initiatives
• Help identify trends in equipment maintenance procurement

What Success Looks Like

• Organized, compliant, and on-time proposal submissions
• Improved tracking of bid opportunities
• High-quality written responses that clearly communicate Nexus’ value
• Strong coordination across internal teams
• Increased win rate over time
• Accurate and well-maintained Salesforce opportunity pipeline
• Timely follow-ups and clear visibility into opportunity status
• Improved tracking from opportunity identification through proposal submission and award

Job Requirements

• Bachelor’s degree preferred (Business, Communications, Political Science, Public Administration, Math, Science, or related field)
• 2-5 years of professional experience
• Strong writing, editing, and research skills
• Highly organized with strong attention to detail
• Ability to manage deadlines and multiple projects
• Comfortable learning technical service concepts
• Proficiency with Microsoft Office (Word, Excel, Outlook)
• Experience with CRM or proposal software is a plus
• Experience with AI support tools such as ChatGPT

Personal Traits We Value

• Reliable, curious and eager to learn
• Structured thinker who enjoys solving complex problems
• Strong sense of ownership and accountability
• Professional communicator
• Comfortable working in a fast-moving small-business environment

Compensation & Incentives

• Base Salary: $52,000 - $60,000
• Performance Incentives tied to production and win rates
• Total Compensation Potential: Up to $74,000 annually subject to incentives

Additional Benefits

• 401K/Simple IRA with 3% company match
• Medical Insurance available
• Professional development opportunities
• Exposure to federal contracting and strategic business operations

Work Environment

• Based at Nexus Headquarters in Charlotte, NC
• Standard business hours with deadline-driven work
• Collaborative, team-oriented environment
• Paid Time Off (PTO)

Equal Opportunity

Nexus Group is an Equal Opportunity Employer.
Reasonable accommodations are available in accordance with ADAAA.

At NEXUS GROUP LLC, we help healthcare agencies maintain reliable, efficient, and cost-effective laboratory and medical equipment systems. Our Equipment Maintenance Management Solution (EMMS) provides full-service equipment maintenance, support, and management across a wide range of specialized equipment and manufacturers. We are a small, close-knit team of fewer than 10 employees, and we believe that great work starts with strong relationships. We value teamwork, trust, friendship, and treating our colleagues like family. Our employees are more than just coworkers- we support one another, celebrate successes together, and take pride in creating a positive, welcoming work environment. If you’re looking for an opportunity to grow with a company where your contributions are valued and you can truly become part of a team, NEXUS GROUP LLC may be the right fit for you.

At Nexus, your work directly supports healthcare, research, and scientific advancement. You will gain real responsibility, real visibility, and real growth opportunities.