Proposal Management Specialist

2 weeks ago

Los Angeles, California, United States Aaae Full time

Asian American Architects/Engineers Association

Job Overview

PRIMARY RESPONSIBILITIES

  1. Oversee the complete proposal submission process, from initial strategy meetings to the delivery of proposals and Statements of Qualifications (SOQs). This includes distilling key messages from existing documentation to effectively respond to requests, as well as creating engaging presentations of materials, ensuring adherence to quality standards and client specifications.
  2. Lead a team of 2-3 marketing professionals, providing guidance and direction, assigning tasks, monitoring performance, conducting annual evaluations, and fostering team cohesion.
  3. Work closely with technical managers to assess go/no-go decisions; scrutinize Requests for Proposals (RFPs) and Requests for Qualifications (RFQs) to formulate submission strategies and themes, making informed decisions aligned with the organization's Quality and Risk Management protocols.
  4. Coordinate logistical aspects of proposals, including timelines, compliance checklists, team meetings, and final reviews, ensuring all submissions meet required standards.
  5. Develop, compile, and refine technical write-ups for proposals or SOQs, ensuring clarity, completeness, and coherence.
  6. Apply relevant federal, state, and local regulations related to procurement processes, including necessary modifications to standardized forms and collaboration with specialized businesses.
  7. Ensure proposals align with budgetary constraints, cost management practices, and organizational policies, as well as client RFP/RFQ requirements.
  8. Facilitate formal proposal closeout processes, including internal debriefings and discussions with prospective clients post-contract award.
  9. Maintain alignment with corporate marketing collateral management systems, supporting the enhancement of the corporate marketing library by ensuring project descriptions are accurate, updated, and submitted regularly.
  10. Guarantee consistency of all materials with the company's branding, formatting, and presentation standards.
  11. Create and edit regional project descriptions, ranging from concise summaries to detailed reports on complex projects.
  12. Manage the collection, updating, and customization of resumes for internal storage.
  13. Assist in the formulation and execution of a regional strategic marketing plan.
  14. Provide recommendations for the development of regional and branch communications, including client-directed messaging.
  15. Engage in special projects and related tasks as necessary.

Qualifications and Experience

EDUCATION AND EXPERIENCE REQUIREMENTS

  1. Bachelor's degree in marketing, communications, journalism, public relations, or a related field, with a minimum of 10 years of relevant professional experience in engineering, architecture, commercial construction, or marketing firms focused on professional services; or an equivalent combination of education and experience.
  2. Demonstrated experience in leading and managing proposal teams.
  3. Proficiency in graphic design, desktop publishing, and presentation software.
  4. Understanding of the RFQ/RFP process and related promotional evaluation techniques, as well as federal, state, and local procurement procedures.
  5. Ability to review and produce well-organized marketing materials that effectively represent the organization's brand.
  6. Skill in creating impactful presentations and responding to inquiries from both internal and external stakeholders.
  7. Strong writing skills with a focus on marketing and journalistic standards, including critical thinking about document purpose and content improvement.
  8. Familiarity with technical writing standards is preferred.
  9. Proficient in Microsoft Windows, including MS Office Suite (Word, Excel, PowerPoint), Adobe Acrobat, and Creative Suite products.
  10. Ability to manage multiple tasks, prioritize effectively, and maintain workflow.
  11. Capacity to work collaboratively and independently under tight deadlines.
  12. Possession of a valid U.S. driver's license and a satisfactory driving record for business travel.

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