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Bid Proposal Coordinator

2 months ago

Oak Ridge, Tennessee, United States VNS Federal Services Full time
Overview

The Bid Proposal Coordinator will facilitate all stages of the proposal development process in response to commercial and governmental solicitations, including Requests for Proposals (RFPs), Requests for Quotes (RFQs), and Requests for Information (RFIs). The primary objective of the Bid Proposal Coordinator is to assist in crafting compliant, thorough, and persuasive submissions.

The qualifications outlined below represent the knowledge, skills, and abilities required for this role. Reasonable accommodations may be provided to enable individuals with disabilities to perform essential functions.

Responsibilities

Analyze and review RFPs and associated documents to align proposal responses accordingly. Develop a comprehensive proposal timeline and ensure compliance with all deadlines. Collaborate with the Capture Manager to secure necessary writing and Subject Matter Expert resources. Prepare all essential documentation for proposal development, including outlines, team assignments, management plans, schedules, kick-off meeting materials, storyboard templates, and writing plans.

Implement content management and version control practices, including maintaining proposal-specific document repositories. Utilize industry research tools to gather background information and customer insights. Create compliance matrices and proposal outlines, tracking and reporting progress against these outlines.

Assist the Capture Manager in coordinating daily proposal management activities, including the development of work plans, schedules, and action items. Support the coordination of proposal team activities, including regular status meetings. Maintain a thorough understanding of the evolving bid strategy and integrate it into the proposal.

Assess proposal content as it is developed to ensure alignment with win strategies and messaging, while also confirming that it meets the requirements for a compelling and successful proposal. Create proposal outlines, including page allocations based on evaluation criteria weight. Develop and maintain compliance matrices against solicitation requirements, ensuring that the proposal structure adheres to RFP guidelines.

Write proposal content as needed, including management, technical, resumes, past performance, and business volume sections, to populate solicitation response templates in accordance with compliance matrix sections and page limits. Collaborate with the Pricing Manager to formulate competitive pricing proposals, Basis of Estimates (BOEs), and cost narratives. Coordinate with all parties when schedule changes are necessary and develop new work plans.

Monitor communications from government entities, manage responses, and update requirements as needed. Coordinate and support proposal production activities, ensuring timely delivery of all assigned proposals. Develop and communicate version control throughout the RFP response lifecycle, ensuring that proposal artifacts are secured at all times. Provide support to other members of the proposal team and business development staff on additional proposal efforts as required.

Qualifications

Education & Certifications:

5+ years of relevant experience. Knowledge of best practices in Proposal Management and Development. Must possess an understanding of proposal compliance, including experience analyzing solicitation instructions, evaluation criteria, and work statements.

Experience & Requirements:

Bachelor's Degree in English, Communications, Journalism, or a related field.

Travel:

Willingness to travel as required.

Work Environment:

This position is based in an office environment and routinely utilizes standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines. This role may be available as a full-time or part-time opportunity for the right candidate.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this position, the employee is regularly required to use hands and fingers to handle, feel, or operate objects, tools, or controls, and reach with hands and arms. The employee is frequently required to stand, talk, and hear.

Other Duties:

Please note that this job description is not intended to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee for this position. Duties, responsibilities, and activities may change at any time with or without notice.