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Proposal Management Specialist
2 months ago
Job Overview
The Proposal Management Specialist plays a crucial role in supporting Fluor's efforts to secure new Federal Government and commercial contracts. This position involves collaborating with proposal teams to ensure effective coordination and professional presentation throughout the proposal development process.
The individual in this role will work closely with the Proposal Manager to guarantee that all objectives within the proposal lifecycle are achieved, resulting in compliant, persuasive, and high-quality proposal submissions.
Key Responsibilities:
- Examine the Request for Proposal (RFP) guidelines and oversee the overall production, publishing, and delivery requirements of the proposal in conjunction with the Proposal Manager.
- Facilitate the distribution of Requests for Proposals (RFPs), Requests for Information (RFIs), Requests for Quotations (RFQs), Amendments, and Evaluation Notices (ENs) to the proposal team, including partners and subcontractors as necessary.
- Create and maintain the Proposal Production Specification Sheet, Delivery Plan, and Submission Checklists.
- Review and adjust the proposal timeline in collaboration with the Proposal Manager, setting realistic deadlines for publishing, graphics, reviews, and editing.
- Perform template creation, desktop publishing, and formatting across various proposal sections.
- Maintain configuration and version control of all proposal documents.
- Prepare documents for proposal reviews and compile feedback for team consideration.
- Coordinate administrative and logistical tasks throughout the proposal process, supporting all aspects including writing, pricing, recruitment, reviews, production, and meetings.
- Assist in managing proposal sites and tools.
- Develop and update the proposal responsibility matrix and action tracker.
- Prepare and refresh the virtual wall daily according to proposal instructions, including all RFP amendments.
- Collaborate with writers and the Graphics Manager to ensure configuration control for graphics and formatting.
- Confirm and secure final proposal approvals.
- Lead all production efforts for proposals, including electronic submissions and final hard-copy materials.
- Support the Proposal Manager during the final review of proposal deliverables.
- Identify additional resources needed as directed by the Proposal Manager.
- Coordinate with security for team access and badging.
- Work with IT to establish necessary accounts and access for all proposal team members.
Preferred Qualifications:
- Accredited two-year degree or equivalent experience in a relevant field, or a minimum of four years in document preparation within a customer service or training context, with familiarity in federal proposal coordination and writing.
- Strong communication skills to engage effectively with diverse audiences, including management and stakeholders.
- Proficiency in MS Word, PowerPoint, MS Excel, and Adobe.
- Detail-oriented with the ability to work efficiently in a deadline-driven environment.
- Proactive with a strong focus on accuracy and detail.
- Customer service-oriented and capable of working independently with minimal oversight.
- Excellent writing, grammar, and spelling skills.