Proposal/Bid Coordinator

Job Summary: The Proposal Coordinator will assist with the development of proposals and technical documentation efforts in response to state/government RFPs, ensuring all requirements are met and deadlines are adhered to. He/she will conduct the initial review of the requests for proposals (RFPs) and a wide variety of other bid requests. He/she assists the Proposal Team with creating and submitting responses involving the company’s workforce and unemployment insurance/benefits systems in a format that meets the requirements and evaluation criteria identified in the requests. He/she will also assist the Training, Technical Writing, and Sales teams, as needed.

Key Responsibilities:

• Maintain the proposal email box
• Create the SharePoint folder structure and the initial Shred/Tracker for proposal responses determined to be a "go”
• Draft the shell template and outline based on the RFP requirements
• Coordinate, gather, and submit vendor questions to potential clients regarding the RFP
• Coordinate logistics for client pre-proposal meetings
• Proofread and peer review proposal documents as needed; ensure all proposals comply with company standards 
• Assist with developing and maintaining proposal schedules, coordinating with all involved parties to ensure timely completion and submission of proposals
• Ensure all final proposal files from SharePoint are mirrored on the company network drive
• Maintain boilerplate documentation and files, including employee résumés
• Manage and maintain a repository of proposal content, templates, and other related documents to streamline the proposal creation process
• Assist with the implementation of a proposal management solution
• Maintain the “Proposal History” document, including outcomes, to analyze the success and areas for improvement
• Request Open Records and/or FOIA from state agencies on all proposal responses
• Work closely with cross-functional teams, including sales, marketing, SMEs, and leadership, to gather necessary information and documentation to ensure cohesive, accurate proposals
• Other tasks as directed by leadership

Work Experience/Knowledge:

• Experience working for a software development/information technology organization preferred
• Experience with state and local government proposals preferred 
• Ability to write/edit/proofread in MS Word 2013 and higher
• Proficient with MS Word templates, styles, and other advanced Word functionality
• Ability to review and edit the work of others
• Adept at working with graphics preferred
• Excellent organizational skills with the ability to prioritize projects and tasks in a fast-paced environment
• Strong written and verbal communication skills with the ability to work both within a team and independently
• Meets demanding deadlines in a quick and timely manner  
• Keeps up with current industry developments and trends

Qualifications/Certifications:

• Bachelor’s degree in English, Marketing, Journalism, or a related field or equivalent combination of education and experience
• At least 1 year of successful technical/proposal writing in a software/technical setting or equivalent experience desired
• Proficiency in the Microsoft Office suite (especially Word, Excel, PowerPoint, SharePoint, and Project)
• Proficient in other tools such as Adobe Creative Suite preferred
• Experience with proposal automation tools desired

Equal Opportunity Employer. M/F/D/V