Proposal Coordinator

Location

Lansing, MI | United States

Job description

This opportunity is primarily "work from home" but ideally should be based within driving distance of one of our offices (Lansing, MI; Phoenix, AZ Salt Lake City, UT) for in-office attendance when needed.

Job Summary

Under general supervision and guidance of the proposal director, this position focuses on providing administrative support for competitive proposals. Work includes proposal tasks and issues of moderate scope and complexity and requires exercising judgment in accordance with defined procedures and practices utilizing information from internal and external sources.

Work Performed

• Initiate and coordinate the proposal development process with limited oversight working closely with proposal managers through the proposal lifecycle to facilitate compliant, high-quality proposal submissions.
  • Set up and manage Sharepoint folders for individuals’ proposals and other areas for storage of proposal materials.
  • Develop and distribute templates to the senior proposal manager in accordance with the RFP instructions.
  • Complete appropriate and thorough Vantagepoint input.
  • Review and submit questions relating to the proposal and other necessary proposal documentation in accordance with solicitation instructions.
  • Support consulting teams developing content by responding to inquiries, distributing Q&A, replying to status requests, and maintaining regular communication on open active proposal efforts.
  • Research and incorporate into the proposal template bios, resumes, experience, project examples, references, and other reusable content, as requested.
  • Prepare drafts of required submission documents and forms and send RFP sections to general counsel, contracts, accounting, finance, HR, and IT for review/escalation/approval, highlighting specific concerns and questions, and following up until resolution is complete.
  • Assist the proposal manager with the preparation of tables, charts, and graphics.
  • Conduct final formatting and assembly of submissions for production.
  • Ensure proposals are produced in accordance with solicitation documentation and submitted within the time identified within the solicitation documentation.
  • Complete final production and submission of proposals (quality checks; hard copy printing, assembly, and shipping;posting or electronic submission) in alignment with RFP requirements.
  • Save final version of submitted proposal on shared drive and within the database, ensuring ability to reference proposal in the future.
  • Send final proposal to proposal team members.
• Coordinate post-submission activities such as:
  • Tracking the status of pending proposals.
  • Scheduling and supporting interviews.
  • Assisting in preparing materials for BAFOs.
  • Distributing award notifications.
• Assist in training of new colleagues.
• Assist in documentation of routine policies and procedures, as well as performance improvement projects.
• Complete cross-training in areas identified by the proposal center director upon request.
• All other duties as assigned.

Education/Training

Minimum of a bachelor’s degree in business or related discipline is required or equivalent experience. APMP or Shipley training or equivalent PMP certification is desired.

Experience

At least two years of similar business experience is required. Vantagepoint or other CRM experience is a plus.

Knowledge, Skills and Abilities

• Exceptional attention to detail and organizational skills
• Solid time management skills
• Excellent oral and written communication skills
• Strong customer service skills
• Superior interpersonal skills
• Enthusiasm for working closely with others in a team environment
• Ability to multi-task and adhere to strict deadlines
• Ability to manage significant recurring responsibilities with unpredictable short-term demands
• Ability to be proactive, flexible, and able to switch gears quickly from one project to the next
• Capable of handling confidential information in a discrete manner
• Able and willing to work extended hours to meet deadlines
• Proficient in MS Office applications: Microsoft Word, Excel, PowerPoint, and Adobe Acrobat

Work Aids and Equiptment Used

Computer, printer, copier, scanner, fax, telephone, web conferencing, Internet, video conferencing.

Working Conditions

Work is sedentary in nature and performed in an office/home office environment. Involves frequent contact with staff and clients. Tight deadlines sometimes require working odd hours under challenging circumstances. May require some travel (~5%). Candidates should be able to work in an office-based environment, when required.

Physical/Mental Demands

Work requires hand dexterity for office machine operation; stooping, climbing, and bending to files and supplies; mobility to complete errands; stand/sit for up to eight hours each day; ability to communicate clearly when using the telephone; requires sitting, standing, walking, reaching, bending, lifting, and twisting at times; moderate levels of stress. Ability to lift up to 20 pounds at times.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)

Job tags

Salary