Contract and Bid Proposal Coordinator en POCKET NURSE

Contract and Bid Proposal Coordinator

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. 
• Ability to work on own initiative, meet tight deadlines and balance priorities to achieve results.
• Quality-driven individual with high attention to detail.
• Strong decision making and creative problem-solving skills.
• Excellent writing, grammar, and spelling ability.
• Good verbal communication skills including interacting with internal and external contacts.
• Ability to understand how pricing influences sales and profitability.

Benefits and Compensation: 

• Competitive wages and quarterly bonus opportunities.
• Medical, dental, and vision insurance coverage options.
• 401(k) retirement plan with company matching contributions.
• Paid time off, personal time, paid holidays, and flexible/remote hybrid work schedules.
• Company-paid life insurance and short-term disability insurance.
• Voluntary life, accident, critical illness, and long-term disability insurance.
• Company-wide cookouts, lunches, and work-day events.
• On-site fitness center, free parking, and dog-friendly offices.
• Opportunities for career enhancements through training and educational programs.
• The opportunity to make a difference in the ever-growing healthcare field.

Physical and Cognitive Demands:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. However, for Americans with Disabilities Act (ADA) purposes, the essential functions of the job may or may not have been described for purposes of ADA reasonable accommodation. All reasonable accommodation requests will be reviewed and evaluated on a case-by-case basis to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the employee is regularly required to sit; talk; hear; use hands to finger, handle, or feel; and reach with hands and arms. Specific vision abilities required by this job include close and color vision. The employee is occasionally required to stand; walk; lift and/or move up to 15 pounds. No employee is authorized to lift weight over 50 pounds without assistance.

This role requires the individual to be able to understand, remember, apply and/or communicate moderately complex information and problems, opposing points of view on moderately complex issues, and collaborate and explore alternative solutions; organize and prioritize thoughts, ideas, and own work schedule; apply common sense, analyze and make decisions which have moderate impact on immediate work unit and monitor impact outside immediate work unit; express written and spoken word for internal and external communications, understand, interpret, and follow written and oral instructions, and complete detailed forms, letters, and reports; and use basic mathematical skills including ability to add, subtract, multiply, divide and to record, balance, and check results for accuracy.

Pocket Nurse is an equal opportunity employer.  We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, marital status, genetic information, national origin, disability, veteran status, and other protected characteristics.  Information is available here: http://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf

If you are made a conditional offer of employment, you will be required to undergo a drug test and background check (including criminal record check).