Bid & Pursuit Coordinator

Position Title: Bid & Pursuit Coordinator Location: 633 3rd Ave, New York, NY 10017 Reports to: Director of Opportunity Management Compensation: $60,000 - $68,000/Yr (based on experience and qualifications) About The Fedcap Group For more than 90 years, Fedcap has been turning possibility into reality. As a global nonprofit serving more than 335,000 people each year across the United States, Canada, the United Kingdom, and Australia, we open doors to economic mobility through innovative, evidence-based solutions in education, workforce development, health, and economic development. Join us and experience The Power of Possible, where your work creates real opportunities for people facing barriers to economic well-being and helps build stronger communities every day. Position Summary Reporting to the Director of Opportunity Management, the Bid & Pursuit Coordinator provides governance, compliance, document-control and coordination support across the active opportunity portfolio.

The role is the operational backbone of the Opportunity Management function, maintaining schedules, actions, review records, evidence and submission administration so Bid Managers and pursuit teams can deliver in a controlled, timely and auditable way.

Key Responsibilities

Pursuit Administration & Coordination Provide organized day-to-day coordination support across assigned pursuits. Maintain schedules, records and communications so the pursuit team has a clear and current operating view.

• Maintain pursuit plans, milestone schedules, calendars and contact lists.
• Coordinate meetings, reviews, workshops and contributor deadlines.
• Prepare agendas, circulate materials and record actions.
• Maintain orderly pursuit folders and current working documents.
• Provide practical coordination support to Bid Managers and pursuit leads.

Governance Administration Support the operation of qualification, stage-gate and readiness reviews. Ensure materials, decisions and follow-up actions are accurately recorded and accessible.

• Schedule governance reviews and coordinate attendee availability.
• Compile review packs and check required content is present.
• Maintain decision, condition and approval registers.
• Record outcomes, owners and deadlines.
• Track governance actions and escalate overdue items.

Action, Milestone & Dependency Tracking Maintain detailed visibility of actions, milestones and dependencies across assigned pursuits. Follow up contributors and highlight emerging delivery pressure early.

• Maintain action, milestone and dependency logs.
• Monitor completion against agreed dates.
• Follow up outstanding deliverables with owners.
• Highlight overdue or at-risk activities to the Bid Manager.
• Update pursuit status records and reporting inputs.

Compliance & Evidence Management Maintain the compliance controls and supporting evidence required for a complete, auditable submission. Ensure mandatory items are tracked, current and readily available.

• Maintain compliance matrices and evidence trackers.
• Coordinate collection of declarations, certificates, policies and supporting documents.
• Check evidence status, validity and version.
• Maintain clear records of approvals and assurance activity.
• Support resolution of missing or incomplete compliance items.

Submission Administration & Document Control Provide controlled administrative support for the assembly, review and submission of tender documentation. Maintain effective version control and a reliable final record.

• Maintain document registers, naming conventions and version controls.
• Coordinate document collection, formatting and packaging requirements.
• Check that required files, attachments and forms are included.
• Support final upload or submission activity under authorized direction.
• Archive final submitted materials and confirmation records.

Reporting & Management Information Produce accurate and timely pursuit information for Bid Managers and Opportunity Management leadership. Support visibility of delivery, compliance and governance status.

• Prepare routine status updates and dashboard inputs.
• Maintain governance, milestone and action metrics.
• Support portfolio and capacity reporting.
• Highlight data gaps, overdue actions and exceptions.
• Ensure reporting records remain current and consistent.

Knowledge & Template Management Maintain accessible pursuit records, templates and working guidance. Support reuse of effective materials without assuming ownership of proposal content or the Bid & Proposal CoE knowledge repository.

• Maintain current Opportunity Management templates and checklists.
• Organize pursuit governance and administration records.
• Support capture and filing of lessons learned.
• Ensure standard forms and guidance are easy to locate.
• Retire duplicate or superseded working documents in line with agreed controls.

Process Improvement & Team Support Contribute to efficient and consistent Opportunity Management processes. Identify practical improvements that reduce administration, strengthen controls or improve team coordination.

• Identify recurring administrative or process issues.
• Suggest improvements to trackers, templates and working practices.
• Support updates to operating procedures and playbooks.
• Assist with onboarding and guidance for pursuit contributors.
• Provide flexible coordination support across the active pursuit portfolio.

Requirements

Experience & Education

• Bachelor’s degree in finance or accounting
• Experience in administration, project support, bid coordination or business support.
• Experience maintaining schedules, records, trackers and controlled documentation.
• Experience in bids, procurement, business development or commissioned services.
• Experience supporting governance or stage-gate processes.
• Knowledge of tender compliance and submission administration.
• Experience using CRM, project-management, bid-management or document-control systems.

Knowledge & Skills

• Clear written and verbal communication skills.
• Strong organization, attention to detail and follow-through.
• Ability to manage multiple priorities and fixed deadlines.
• Strong Microsoft Office skills and confidence working with shared document systems.
• Ability to coordinate meetings, actions and multiple contributors.
• Project coordination or business administration qualification.

Why Join Fedcap Join The Fedcap Group and experience The Power of Possible. Be part of a mission-driven organization creating opportunities for individuals facing barriers to economic well-being. Every day, we open doors to economic mobility and stronger communities through education, workforce development, health, and economic development.

Benefits

• Medical, Dental & Vision | Life/AD&D & Long-Term Disability | Flexible Spending Account (FSA) | Commuter Benefits | 403(b) | Wellness Program
• May vary by location and business unit.

EEO The Fedcap Group is an Equal Opportunity Employer and is committed to fostering a respectful workplace. We provide equal employment opportunities to all employees and applicants and prohibit discrimination and harassment of any kind based on race, color, religion, sex, age, national origin, disability, protected veteran status, sexual orientation, gender identity or expression, genetic information, or any other characteristic protected by applicable federal, state, provincial, or local law.

Key Performance Indicators (Internal Only)

• Accuracy and currency of pursuit schedules, records and action logs.
• Timeliness of governance reviews, packs and action follow-up.
• Completeness of compliance evidence and approval records.
• Quality of document control and submission administration.
• Accuracy and timeliness of pursuit reporting.
• Audit-trail completeness and accessibility of records.
• Stakeholder satisfaction with coordination support.
• Contribution to consistent and efficient Opportunity Management processes.