Proposal Coordinator (Finance)
The Proposal Coordinator is responsible for all administrative aspects of proposal development in response to requests for proposals (RFPs), requests for information (RFIs), prequalifications (prequals), and requests for quotes (RFQs) in support of government and commercial prospects. The Proposal Coordinator ensures security and integrity of all proposal documentation, coordinates internal flow and review of all proposal inputs, coordinates schedules, and support submission of the final master proposal to production.
This position will work within the Proposals Team and report to the Proposal and Marketing Manager. The Proposal Coordinator will use their knowledge and expertise to anticipate proposal requirements, take initiative in decision making, and be able to pre-empt issues while working collaboratively with the Proposal Team in relation to their assigned responsibilities.Education / Experience
- Bachelor's Degree or higher in Engineering, Business, Communication, Journalism, or English (will consider other majors as well)
- At least three years of relevant construction and/or remediation industry experience in proposal preparation, development, writing, and analysis in lieu of education
Preferred Qualifications
- Formal proposal training and/or certifications (e.g., APMP)
- Experience with Salesforce or similar CRM system is desired
- Knowledge of Adobe Creative Suite (Photoshop and InDesign) is a strong plus
- Preferred experience with Microsoft SharePoint
- Support Proposal Managers with detailed analysis of RFP/Q requirements including preparation of outlines, tailored checklists, instructions, compliance matrices, and templates.
- Help ensure vital flow of communication and task management between Corporate Sales, Capture Manager, Operations staff, and other parties involved in the proposal process.
- Remain current on all solicitation modifications/Q&A and communicates them to the team; revise schedule, outline, and compliance matrix as necessary throughout proposal lifecycle.
- Maintain the proposal portal site for assigned proposals.
- Utilize interviewing skills and work well with technical and non-technical SMEs to gather data and draft compliant, compelling proposal content. Captures content through outlining and storyboarding.
- Creates and brainstorms technical graphics and visual persuasion.
- Review and edit submissions from partners, ensuring their input meet specified requirements and expected level of quality. Coordinate data calls.
- Assist with updating boilerplate libraries for various lines of business.
- Research relevant corporate, project, client, and industry statistics and data in support of creating proposal responses and business development opportunities.
- Update vendor portals as needed and during annual audits.
- Assist with trade show and conference scheduling, logistics and attendance.
- Obtain and update data and run reports as needed in CRM (Salesforce).
- Creates presentation materials in support of post-proposal briefs and internal meetings.
- Develops and maintains best practices and templates.
- Assist with other administrative duties as needed by the Business.
Knowledge & Skills
- Excellent technical writing and editing skills; technical writing background a plus
- Strong interviewing and editing/writing skills: thorough knowledge of grammar, spelling, and composition, as well as oral communication, and interpersonal skills
- Strong organizational, planning, analytical, negotiation, and decision-making skills
- Self-directed with ability to work independently and effectively lead multiple projects in a fast-paced, dynamic work environment
- Comfort with remote collaboration tools and geographically disparate teams
- Ability to effectively communicate and collaborate with senior leaders, capture managers, and proposal support teams
- Demonstrated track record of empathy, initiative, a spirit of inquiry, and a solutions-orientation mindset
- Flexibility and willingness to take on a variety of tasks in response to immediate needs
- Must be proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and Adobe Professional
- Proactive individual with meticulous attention to detail and consistency in work product
- Able to follow directions and verbal orders with minimal supervision
- Ability to work under pressure and meet deadlines
- Organized and a problem solver
