Senior Proposals Specialist

Roles and responsibilities

Under general supervision, prepares comprehensive job analysis, proposals, and bid preparation for customer evaluation. Utilizes technical knowledge of company services in analyzing job requirements. Proofreads, edits, and reviews written proposal material during proposal effort to ensure customer defined requirements are met. Requires a High School Diploma or equivalent. Completion of an Undergraduate Degree in Business Administration, Marketing, Engineering, or similar disciplines is preferred. At least one year of field or other relevant experience is preferred.
1. Proposal Development
Writing and Editing Proposals: Develop, write, and edit proposal content, ensuring clarity, accuracy, and compliance with RFP (Request for Proposal) or RFQ (Request for Quotation) requirements.
Collaborating with Subject Matter Experts (SMEs): Work closely with internal teams (such as project managers, technical experts, and financial analysts) to gather necessary information and insights for proposal content.
Proposal Review: Conduct internal proposal reviews, ensuring all sections are accurate, clear, and aligned with the proposal strategy.
2. Proposal Coordination
Managing Proposal Schedules: Create and manage proposal timelines, ensuring that all milestones are met and deadlines are adhered to.
Document Management: Organize and maintain all documents related to the proposal, ensuring proper version control and easy access for all stakeholders.
Tracking RFPs/RFQs: Monitor and track RFPs and RFQs relevant to the company’s business objectives and strategic focus.
Team Collaboration: Coordinate with cross-functional teams to ensure all aspects of the proposal (technical, financial, legal, etc.) are addressed and submitted in a timely manner.
3. Compliance and Quality Control
Ensuring Compliance: Ensure all proposal submissions meet the client’s requirements, legal regulations, and standards of quality.
Proofreading and Quality Assurance: Proofread and edit proposal drafts to ensure they are free of errors, inconsistencies, and incomplete information.
Risk Management: Identify potential risks or gaps in proposals and work to resolve them proactively.

Desired candidate profile

Strong Writing and Communication Skills: The ability to clearly and persuasively write proposal content is essential.
Attention to Detail: Proposals must be meticulously reviewed to ensure that all requirements are met.
Project Management Skills: Ability to manage multiple proposals simultaneously, each with different deadlines and requirements.
Knowledge of Proposal Tools: Familiarity with proposal management software, document management systems, and Microsoft Office Suite (especially Word, Excel, and PowerPoint).
Problem-Solving Skills: Identifying challenges and finding solutions to meet proposal objectives.
Mentoring Team Members: Provide guidance and training to less experienced proposal staff and team members.
Process Improvement: Contribute to the continuous improvement of the proposal process, offering insights on efficiency, effectiveness, and best practices.
Communication and Stakeholder Management
Client Communication: Communicate effectively with clients or potential funders during the proposal development process, ensuring clarity around requirements and expectations.
Internal Stakeholder Communication: Act as the primary liaison between internal teams and external stakeholders, ensuring that all parties are informed throughout the proposal process.