Proposal Coordinator

Job description

**Summary**
This role is integral in the proposal process, including the content capture, development, and editing for requests for proposals (RFPs) and other bid opportunities.

They regularly contribute to the content library and the development of proposal templates.

The ideal person is highly organized, handles pressure well, and thrives in a deadline-driven environment.

Ultimately, they will ensure content is on brand and adds value to existing and potential customers.

**Essential Duties and Responsibilities**

+ Ensure proposal content complies with regulations and meets customer needs/scope of work.
+ Develop and maintain accurate content for the proposal library that includes company information, past proposals, and proposal templates.
+ Leverage existing content and creative assets to create and present information that is easy to understand and aligns with department needs.
+ Write, edit, and review proposal content, including executive summaries, value propositions, technical responses and presentations.
+ Participate in debriefings to gather feedback on proposals and identify areas for improvement.
+ Assists with the formatting, editing, and proofreading of proposals.

Conducts draft reviews and confirms RFP response compliance.
+ Coordinate and manage proposal production, including printing, binding, and delivery.
+ Assists with maintaining a library of customer referrals, client testimonials, and case studies.
+ Assemble the final text, graphics, exhibits, and supporting documents into an attractive package for presentation to a client or prospect.
+ Assist in proposal production/packaging of final proposal for submission.
+ Help prepare handouts, PowerPoint presentations, demos, etc., for sales presentations.
+ Enter and update data in the company CRM.
+ Adhere to brand guidelines, ensuring brand consistency of proposal and marketing materials

**Supervisory Responsibilities**
The Proposal Coordinator reports to the Content Manager.

It requires no supervisory responsibilities.

Competency
To perform the job successfully, an individual should demonstrate the following competencies (minimum of 5):
- Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events; adapt to new product introduction, emergent business needs, and business evolution.
- Analytical – Collects and researches data; Uses intuition and experience to complement data; Designs workflows and procedures; Synthesizes complex or diverse information; Uses intuition and experience to complement data.
- Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
- Change Management - Develops workable implementation plans; Communicates changes effectively; Builds commitment and overcomes resistance; Prepares and supports those affected by change; Monitors transition and evaluates results.
- Creative Writing - Writes clearly and informatively with above-average precision; possesses creative, analytical and persuasive writing skills; has excellent editing and/or proofreading capabilities; presents numerical data effectively and accurately; expertly able to read and interpret written information.
- Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service ; Responds to requests for service and assistance; Meets commitments.
- Dependability - follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; commits to long hours of work when necessary to reach goals; completes tasks on time or notifies appropriate person with an alternate plan—goal and detail-oriented.
- Design - Generates creative solutions; Translates concepts and information into images; Uses feedback to modify designs; Applies design principles; Demonstrates attention to detail.
- Ethics - Treats people with respect; Keeps commitments; inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
- Initiative - Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.
- Innovation - Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work; Develops innovative approaches and ideas; Presents ideas and information in a manner that gets others' attention.
- Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.
- Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Develops realistic action plans, Sets goals and objectives; Organizes or schedules other people and their tasks.
- Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
- Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
- Quantity - Meets productivity standards; Completes work in timely manner; Strives to increase productivity; Works quickly.
- Self-Motivation: Sets and achieves challenging goals; measures self against standard of excellence; requires minimal supervision with self-managing strategies.
- Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
- Strategic Thinking - develops strategies to achieve organizational goals; understands organization's strengths & weaknesses.

Displays willingness to make decisions; exhibits sound and accurate judgment; Adapts strategy to changing conditions; supports and explains reasoning for decisions; makes timely decisions.

**Qualifications**
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

The requirements listed below are representative of the knowledge, skill, and/or ability required.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Bachelor’s degree in business, communications, or related field
• Proficient in MS Office and Salesforce/CRM use
• Excellent written and verbal communication and comprehension skills
• 3-5 years of related experience
• Exceptional organizational skills
• Exemplary attention to detail
• Proposal experience is a plus

**Language Skills**
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations using English language.
Ability to effectively present information in one-on-one and small group situations, respond to questions from groups of managers, clients, customers, other employees of the organization and the general public.
Ability to write reports, business correspondence, and procedure manuals.
Ability to read and interpret documents such as safety rules, operating policies and maintenance instructions and procedure manuals.
Ability to read and comprehend simple instructions, short correspondence, and memos using the English language.

**Mathematical Skills**
Ability to calculate figures and amounts such as discounts, interest, commissions, and percentages.
Ability to apply concepts as fractions, percentages, ratios, and proportions to practical situations.
Ability to calculate figures and amounts with basic addition, subtraction, multiplication, and division with accuracy.

**Reasoning Ability**
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
Ability to define problems, collect data, establish facts, and draw valid conclusions.
Ability to negotiate with vendors.

Ability to communicate professionally with people at all levels of the organization and external contacts.
Ability to solve practical problems.

**Computer Skills**

+ Advanced in MS Office Suite (primarily Word, Excel, and PowerPoint)
+ Graphic design skills are a plus
+ Experience with CRM is a plus

**Certificates, Licenses, Registrations**
Valid Driver's License

**Other Qualifications**
Ability to pass a drug screen and criminal background check.

**Physical Demands**
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to talk or hear.

The employee is frequently required to stand, walk, sit, and use hands to finger, handle, or feel.

The employee is occasionally required to reach with hands and arms; climb or balance and stoop, kneel, crouch, or crawl.

The employee must occasionally lift and/or move up to 25 pounds.

Specific vision abilities required by this job include close vision, distance vision, depth perception, the ability to adjust focus, and the ability to see and distinguish basic colors.

**Work Environment**
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

This job description reflects management’s assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.

_Equal_ _Opportunity_ _Employer.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, genetic information, disability, status as a protected veteran, or any other protected category under applicable federal, state, and local laws._

#WaldenWay

Pay Rate

$50,000—$55,000 USD

We offer every employee — from executive managers to administrative support to security professionals — unique and generous benefits, as well as opportunities for career growth.

So if you’re ready to embark on a meaningful career with one of the nation’s most dynamic and fastest growing security companies, apply with Walden Security today.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, protected veterans status, or disability.

EOE / AAP Employer / Minorities / Females / Vet / Disabled.

VEVRAA Federal Contractor.

Required Skill Profession

Other General