Proposal and Administrative Specialist

2 weeks ago

Concord, United States Crossett Search & Advisory Group Full time

Proposal Specialist

Our esteemed client is a well-established woman-owned engineering consulting firm based in the vibrant San Francisco Bay Area. The company offers civil engineering, environmental services, and water resources engineering services to public agencies at the federal, state, and local level. They are currently in search of a Proposal and Administrative Specialist. This Principal is a globally recognized and award-winning hydraulic engineer known for her commitment to mentorship and team building. She fosters an environment of continuous growth, leading her team through challenging and intriguing projects while upholding a strong culture of work/life balance.


What sets this opportunity apart, is the company's dedication to the growth and development of its employees. They firmly believe in work/life balance, lifelong learning, actively support those pursuing their professional certifications and are committed to building progressive long-term careers. With multi-year projects already in progress with various organizations across California, the firm has secured a promising trajectory well into 2033 and beyond.


The Proposal Specialist is a pivotal role which supports the business development efforts through managing the proposal process for developing high-quality proposals that have a positive outcome through having a high percentage of winning new business along with expansion of current clients. The role will own the proposal process and work closely with key stakeholders.  In addition, will provide general administrative support to the Administrative Services and Environmental Services Managers as needed.


This is a hybrid role and the expectation is to be in the office at the company's Concord office a minimum of one day per week.


WHAT YOU WILL DO:


Proposal Development:

·       Collaborate with internal teams and stakeholders to develop high-quality proposals, bids, and other documents in response to client requests and opportunities. Ensure all aspects of the proposal are aligned with client requirements and company capabilities.

·       Conduct initial reviews of proposal requirements and develop proposal outlines, timelines, and assignments.

·       Design, coordination, and preparation of all proposals, resumes, and forms. Write and edit proposal content, including executive summaries, project descriptions, technical specifications, and pricing details, ensuring accuracy, clarity, and alignment with client needs.

·       Tailor proposal content to highlight our unique value proposition and differentiate us from competitors.


Proposal Management:

·       Manage the proposal development process, including timelines, milestones, and deliverables.

·       Serve as the primary point of contact for proposal-related inquiries and requests, ensuring timely responses and efficient coordination of recourses.

·       Maintain a comprehensive database of proposal documents such as current resumes and project descriptions for easy access and reference.

·       Track proposal progress, manage deadlines, and communication updates to stakeholders to ensure timely completion and submission.


Quality Assurance:

·       Conduct thorough reviews of proposal documents to ensure compliance with client requirements, internal guidelines, and industry standards.

·       Perform quality checks on all proposals to ensure clarity, consistency, and technical accuracy.

·       Manage timelines to ensure on-time delivery of proposals.


Documentation:

·       Maintain proposal templates, boiler plate content, current resumes, and a library of past proposals for reference.


Compliance:

·       Ensure that all proposals are fully compliant with government regulations, guidelines, and submission requirements. 


Communication:

·       Facilitate communication among team members and stakeholders throughout the proposal development process.

·       Liaise with subcontractors to gather necessary information and documentation for proposals.

·       Serve as the main point of contact for proposal-related communications, both internally and externally.


Knowledge Management:

·       Maintain a centralized repository of proposal-related content including case studies, success stories, client testimonials, and best practices.

·       Continuously update and refine proposal content based on feedback, lessons learned, and emerging trends in the industry.


Process Improvement:

·       Recognize opportunities to streamline and improve all aspects of the proposal process, implement best practices, templates, and tools to enhance efficiency.

·       Seek feedback proactively from stakeholders to determine areas for improvement and drive continuous enhancements of the quality and competitiveness.  Create a fluid process and method of documentation.


Administrative Support:

·       Provide general administrative support to key stakeholders. 


Additional:

·       Other duties as assigned.

·       Some travel for this position may be required.


WHO YOU ARE:

·       Bachelor’s degree in business administration, marketing, communications, or a related field.

·       Minimum of (2) years of experience in proposal coordination, marketing or related roles. Experience within the engineering industry a plus.

·       Excellent written communication skills, with the ability to craft compelling, persuasive, and error-free content.

·       Strong attention to detail and proficiency in grammar, punctuation, and style.

·       Demonstrated ability to manage multiple projects simultaneously, prioritize tasks effectively, and meet tight deadlines in a fast-paced environment.

·       Proficiency in project management tools/software is a plus.

·       Ability to work collaboratively with cross-functional teams to achieve common goals.

·       Strong interpersonal skills and the ability to build rapport and relationships with stakeholders at all levels of the organization.

·       Resourceful problem solver with a proactive approach to overcoming challenges and finding creative solutions.

·       Proficiency in MS Office (Word, Excel and PowerPoint) and Adobe Acrobat.

·       Proficient in math.


Note: The final compensation package will be determined by the work experience, education, and/or skill level of the applicant along with internal equity and alignment with geographic market data.

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