Job Description

Proposal Coordinator (RFP & Proposal Production)

The Proposal Coordinator will primarily focus on the creation and management of Request for Proposal (RFP) submissions. This role involves extensive use of InDesign for proposal design, technical writing and proofing, and ensuring accurate and timely responses to RFPs with deadlines for submission.

Responsibilities:

RFP Production & Technical Proposal Development:

• Lead the design and production of proposals using InDesign, ensuring all content is organized clearly and visually appealing for reviewers.
• Collaborate with technical teams to write and proofread technical content, ensuring the information is accurate, clear, and aligned with client requirements.
• Track deliverable deadlines for all proposal documents and coordinate with internal teams to meet submission deadlines.
• Review RFPs and ensure responses align with all submission requirements, deadlines, and grading criteria.
• Create and maintain proposal graphics using the Adobe Suite (Photoshop, Illustrator) and PowerPoint.
• Ensure the final proposal package is completed, printed, bound, and packaged according to client specifications.

Proposal Coordination & Support:

• Actively communicate and manage the proposal process, ensuring all necessary documents are gathered and formatted correctly.
• Organize proposal milestone meetings to ensure the timely completion of proposals.
• Assist with preparing and formatting statements of qualifications (SOQs) and other marketing materials.
• Proofread and edit RFP/RFQ responses for consistency and quality assurance prior to submission.
• Maintain and update project lists, employee resumes, brochures, data sheets, and other necessary proposal materials.
• Ensure all materials are well-organized and easy for clients to access during evaluation.

Additional Responsibilities:

• Support the development of winning bid responses by collaborating with internal subject matter experts and contractors.
• Participate in continuous improvement efforts for proposal processes, marketing materials, and proposal content development.
• Handle additional special projects and administrative tasks as required.

Essential Qualifications:

• 5+ years of experience in creating and managing RFP proposals with a strong focus on technical proposal writing and InDesign-based document production.
• Bachelor’s degree in Marketing, Communications, or a related field.
• Proficiency in Adobe InDesign for proposal layout and design is a must. Additional proficiency in Photoshop, Illustrator, and PowerPoint is highly desirable.
• Experience in quality control/quality assurance for proposal content, ensuring compliance with RFP guidelines and client specifications.
• Strong organizational skills and the ability to manage multiple proposals simultaneously.
• Attention to detail and the ability to produce high-quality materials under tight deadlines.
• Excellent communication and collaboration skills to work effectively with cross-functional teams and clients.

Preferred Experience:

• 3+ years of experience in marketing outreach, brand promotion, and public relations.
• Familiarity with proposal submissions in competitive environments, where RFP responses are evaluated based on clarity, accuracy, and ease of navigation.\

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