Assistant Proposal Coordinator

Assistant Proposal Coordinator

CSA Ocean Sciences Inc. (CSA) is seeking an Assistant Proposal Coordinator to support business development, supplier compliance, and proposal submission activities across all CSA entities. This position plays a critical role in maintaining CSA's approved supplier status with domestic and international clients while supporting the efficient preparation and submission of compliant, high-quality proposals.

This is a deadline-driven and detail-oriented position requiring strong organizational skills, cross-departmental coordination, and the ability to manage multiple concurrent compliance and proposal activities. The role supports continuity of institutional knowledge and centralized management of supplier registrations and proposal documentation.

Key Responsibilities

• Lead and maintain CSA's master supplier registration and qualification tracker across all entities
• Prepare and submit new supplier registrations (e.g., Ariba, TRACE, client portals) in coordination with Finance, Contracts, and HSSE.
• Assist in maintaining corporate registrations (e.g., state registrations, BidPrime, and similar platforms).
• Manage annual and periodic renewals to ensure uninterrupted approved supplier status.
• Monitor client portals for new, updated, or expiring registration requirements.
• Respond to client inquiries related to supplier qualification submissions.
• Escalate urgent or high-priority compliance items as needed to ensure deadline adherence.
• Identify new client registration opportunities aligned with business development strategy.
• Recommend and implement process improvements to streamline repetitive supplier questionnaires and compliance documentation.
• Support proposal setup, scheduling, and administrative preparation activities.
• Compile and prepare required proposal forms, certifications, and compliance documentation.
• Maintain and update proposal boilerplate materials, resumes, and corporate qualifications in coordination with technical staff.
• Conduct compliance checks to ensure proposals meet solicitation requirements prior to submission.
• Support electronic portal uploads and submission confirmations, as needed.
• Support assembly and formatting of proposal deliverables.
• Maintain organized proposal archives and documentation within SharePoint and internal systems.
• Provide support during peak proposal periods.
• Support standardization of templates, resumes, and corporate materials.
• Contribute to the development of proposal tracking metrics and reporting.
• Support tracking of subcontractor and vendor performance upon completion of a contract.

Required Qualifications

• Bachelor's degree in business administration, communications, environmental science, or a related field, or equivalent professional experience.
• Demonstrated experience supporting proposal preparation, compliance coordination, or administrative project support in a professional services environment.
• Strong organizational skills with the ability to manage multiple deadlines simultaneously.
• High attention to detail and document quality control.
• Proficiency with Microsoft Office (Word, Excel, Outlook) and document management systems.
• Ability to work independently while coordinating across multidisciplinary teams.
• Strong written and verbal communication skills.

Preferred Qualifications

• Familiarity with government, energy, or environmental consulting proposal environments.
• Experience with SharePoint-based document management.
• Experience supporting multi-entity or multi-country corporate registrations.
• Understanding of compliance documentation related to HSSE, insurance, and corporate certifications.

CSA Ocean Sciences Inc. is an Equal Employment Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, veteran status, or disabled status. EOE/Vet/Disability