Job Description

About Vicinia  

Vicinia is reshaping how people navigate and interact with physical spaces. From campuses and cultural venues to smart cities and retail environments, our AI-powered digital mapping, mobility, and wayfinding solutions bring places to life—layered with context, convenience, and real-time intelligence. Join us in building the future of visitor engagement and operational efficiency. 

About the Role  

We’re looking for a proactive and detail-oriented Proposal Coordinator to join our growing team. In this role, you’ll be instrumental in crafting high-impact responses to RFPs, RFIs, and grant opportunities. You’ll work closely with business development, marketing, and technical leads to develop winning proposals that showcase Vicinia’s innovation and value. This is a great opportunity for someone who thrives in a fast-moving environment and knows how to tell a compelling story with precision and clarity. 

Responsibilities  

• Coordinate and manage the full lifecycle of RFP/RFI responses, including proposal outlines, content collection, reviews, and submission. 
• Write, edit, and tailor proposal content to align with customer needs and RFP requirements. 
• Maintain and update a library of standard proposal content, case studies, bios, and technical details. 
• Collaborate cross-functionally with sales, product, and technical teams to gather input and translate complex ideas into clear, persuasive language. 
• Track deadlines and ensure timely, compliant submissions. 
• Support the development of pitch decks, capability statements, and other client-facing materials. 
• Present proposals and lead demos.

Qualifications  

• 2+ years of experience in proposal coordination, proposal writing, business development, technical writing or grant writing. 
• Excellent writing, editing, and project management skills. 
• Strong attention to detail and ability to manage multiple proposals on tight deadlines. 
• Familiarity with government, municipal, or enterprise procurement processes a plus. 
• Experience with tools like OfProposfice.com, Canva, Trello (or willingness to learn). 
• Native-level English fluency required.

Nice to Have  

• Experience in tech, SaaS, smart cities, or urban mobility industries. 
• Familiarity with procurement platforms and bid management software. 
• Graphic/layout sensibility for formatting proposals professionally. 

Why Join Vicinia?  

• Work at the intersection of AI, mobility, and GIS innovation. 
• Collaborate with passionate, mission-driven colleagues. 
• Opportunity to grow within a fast-paced startup environment. 
• Benefits: Health insurance; 401k; PTO

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