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Proposal Specialist

1 month ago

Miami, United States Harvard Maintenance, Inc Full time

Company Overview:

The Harvard Companies include five entities working to serve the business community in the janitorial and protection services areas. Harvard Maintenance and Harvard Protection are two of the largest and fastest growing, privately owned providers of high quality janitorial and security services in the United States.  We are an industry leader and are well known for our innovative thinking and entrepreneurial spirit.  Our success over the last fifty years stems from Harvard's Inverted Pyramid®, which recognizes that our front-line employees are the most important people in our organization.   The Inverted Pyramid® ensures that our employees feel valued, are given the tools to be successful, and are empowered to execute in their roles.  People are also at the center of our Core Values.  Our People First core value clearly states that “we are a family organization that promotes respect and embraces diversity”. 

Position Objective:

The Proposal / RFP Specialist is responsible for all aspects of the Proposal, RFI/RFQ, and RFP submission process to include the review of client RFP documents, coordination, production, quality assurance, and submission of the completed response.  The role will be an active part of the Commercial Operations Department and will assist with corporate marketing efforts as needed. 

Essential Duties and Responsibilities:

  • Analyze incoming RFPs/RFIs/RFQs and prepare answers
  • Collaborate with departments across the organization to obtain appropriate content for RFPs/RFIs/RFQs
  • Formulate appropriate RFP/RFI/RFQ answers using company, industry, and technical knowledge
  • Effectively manage deadlines
  • Write and revise proposal content through research and interviews for proposals
  • Edit, proofread, and produce professional documents to ensure high quality proposals
  • Compile proposal submissions with care and accuracy to include printing, binding, ensuring completeness, mailing, and tracking delivery, as needed
  • Be responsive to and reliable for all key stakeholders throughout the RFP/RFI/RFQ process
  • Add new response material to the internal document library
  • Contribute to the RFP team by bringing ideas for improving the RFP/RFI/RFQ response process
  • Perform other duties as assigned

Knowledge and Skill Requirements:

  • An understanding of a services business is important and experience in the janitorial or security industries is preferred.
  • Bachelor’s degree in English, Journalism, Business Administration, Marketing, Communications or related experience.
  • Minimum 2 years’ experience in comparable role.
  • Excellent written and verbal communication skills.
  • Proven ability managing numerous proposal projects with ability to manage to tight deadlines (project management experience a plus).
  • Strong organizational skills with a high level of attention to detail.
  • Ability to multi-task, managing numerous proposal projects at one time.
  • Ability to work in a fast-paced, deadline-oriented environment.
  • High level of attention to detail and strong organizational skills.
  • Self-starter, with ability to work independently as well as part of a team.
  • Ability to be flexible with work hours to meet client deadlines while producing high quality material.
  • Advanced skills with Microsoft Word.
  • Intermediate skills with Microsoft Excel.
  • Experience with the utilization of proposal portals a plus.

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