Marketing and Proposal Coordinator

1 month ago

Coraopolis, United States HRV Conformance Verification Associates, Inc. Full time

HRV Conformance Verification Associates, Inc., an Award Winning, National Quality Assurance Inspection and Construction Management Firm, is currently seeking to fill the role of "Marketing and Proposal Coordinator". This individual will have a multitude of responsibilities relating to the marketing efforts of the organization.

This position will be responsible for, but not limited to, the following:

  • Proposals:
    • Develop and write copy for proposals, project descriptions, and related proposal materials. Edit and rewrite proposals, including creating templates and boilerplate text.
    • Prepare a plan/schedule for each proposal effort.
    • Ensure accuracy and content propriety in proofreading and proof approval.
    • Analyze requirements and ensure that proposals meet requirements.
    • Draft proposals and communicate across teams to get input and meet deadlines.
    • Interpret technical information prepared by the technical team and adapt to engage a general readership.
    • Ensure continuity and compliance with RFP requirements.
    • Plan, write and oversee production of prerequisites and proposal related documents and fulfill within a timely manner.
    • Modify, edit and maintain resumes.
    • Ensure written collateral/proposals are implemented and completed on time.
    • Work with the business lines to develop strategies and implement programs that ensure consistent proposal and corporate identity standards.
    • Responsible for proposal/RFQ/RFP management.
    • Edit documents for layout and design in compliance with company standards.
    • In support of other proposals being led by a member of a business line, assist in the completion of proposal sections, production and quality assurance.
    • Create and maintain proposal material database.
    • Maintain accurate database and tracking system of RFPs due dates and opportunities with input from the Business Development Manager.
    • Coordinate with the Business Development Manager to develop and maintain relationships via phone with appropriate sources, such as; contracts department, engineering department to ensure HRV has knowledge of upcoming opportunities at earliest point.
    • Report the status of proposal database to management monthly.
    • Provide input to the Marketing Team weekly "Business Development and Marketing Report.
    • Follow Up - Identification of winning firms, FOIA Requests, Debriefing Requests, competitor rates, and/or proposals
  • Prequalifications:
    • Complete vendor questionnaires and/or registrations as necessary during the proposal process
    • Obtain and maintain accurate database of existing Prequalification due dates and potential prequalification opportunities.
    • Create prequalification, working with the appropriate HRV personnel when additional collateral is needed: licenses such as, P.E., EEO plans, Registered in States. Submit.
    • Keep document control for consistency and to maintain prequalification materials in established location for future use.
    • Assist Marketing Team when needed in the prequalification process.
    • Communicate status of prequalification database on a regular basis (weekly / biweekly) with Team.
  • Lead Generation:
    • Monitor websites for known upcoming opportunities with government agencies.
    • Qualify Leads- Review leads/request for services submitted/received by website notifications, PMs, Clients, etc., download/review documents to determine if HRV has capabilities to perform scope, review personnel qualifications (with HR & Operations) to determine if HRV Staff has required experience/certifications
    • Research- Obtain project description, schedules and timelines, copies of requests for services, pre-proposal presentations, etc., short-lists, bidders lists, pre-qualified firm, historical data relative to firms previously awarded similar/previous contracts with the Project Owner.
    • Submit FOIA Requests
    • Develop Teaming Opportunities by contacting firms on short-lists, bidders lists, pre-qualified firms to offer our services.
    • Follow Up- Tracking qualified leads, enter all MSA's on the proposal tracking log or forward project specific opportunities to Business Development Manager for tracking
    • Identify contacts and/or initiate initial outreach.
    • Preparation of internal reporting - Provide Business Development Manager with a list of upcoming opportunities 6-12 months in advance of anticipated advertisement.
  • Minimum Qualifications:
    • Bachelor's degree in Communications, English, Business, Journalism or related degree.
    • Minimum 2- 5 years of related experience in the A/E/C industry.
    • Excellent command of grammar.
    • Excellent - command of Microsoft Office Suite and Adobe Creative Suite.
    • Ability to work under rigid time constraints where a narrow margin for error or delays exists.

HRV Conformance Verification Associates, Inc. is an equal opportunity employer and does not discriminate on the basis of race, religion, creed, color, national origin, sex, age, disability, marital status, sexual orientation, veteran status, family medical history, genetic information, or any other occupationally irrelevant criteria (EO/AA/VEV/Disabled Employer).
HRV is committed to compliance with the Equal Pay Act, Title VI and VII of the Civil Rights Act, the Civil Rights Act of 1992, Sec. 504 of the Rehabilitation Act, ADEA, EEOA, ADA, and FMLA
HRV promotes affirmative action for minorities, women, disabled persons, and veterans.
HRV is a smoke-free environment and as such, prohibits smoking in all facilities.
HRV is a drug-free workplace.

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