Proposal/Bid Coordinator

2 months ago


Palm Harbor, United States GEOGRAPHIC SOLUTIONS INC Full time
Job DescriptionJob DescriptionDescription:

Job Summary: The Proposal/Bid 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
  • Serve as a backup writer to assist with proposal responses when needed; 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



Requirements:

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 2-3 years of successful technical/proposal writing in a software/technical setting or equivalent experience preferred
  • 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




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