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Proposal Coordinator
Job Code:2021:0101-303
Location:Lynchburg, VA
FT/PT Status:Full Time
Business Sector:Corporate

Job Description

Position Purpose

The Proposal Coordinator works closely with the Proposal Director and shall maintain the proposal process infrastructure, coordinate day-to-day proposal development, support proposal reviews, and help prepare final proposal documents while paying close attention to detail and meeting strict deadlines.

This position is mostly remote, with occasional travel, and expected to be online and available primarily during traditional business hours, Monday through Friday. In addition, this position is expected to support proposal team members who are located in different time zones as well as during non-traditional times, such as the final stages of development and delivery of a proposal.


Duties and Responsibilities

* Electronically maintain current copies of solicitation documents related to both current proposals and the proposal team’s opportunity pipeline, and distribute amendments and updates as needed
* Assist with preparation of proposal kick-off meetings and daily status meetings Develop and maintain overall proposal status tracking and actively coordinate day-to-day proposal development activities
* Establish and maintain the proposal process infrastructure by setting up a collaborative web site and developing the online proposal file structure and help maintain version control
* Develop and maintain the list of proposal participants/contacts and help instruct those users on the use of the proposal web site
* Read and understand Government RFPs, Sources Sought Notices/RFIs, and other proposal related solicitation types to facilitate and coordinate preparation of templates and responses
* Review the RFP, annotated proposal outline, writing assignments, and compliance matrix in order to understand all requirements, and help ensure compliance with RFP instructions
* Maintain the graphics log and serve as the primary interface between the technical writers and the graphics staff
* Coordinate proposal reviews, manage review team logistics (location, time), provide all review documents for the reviewers, and provide reference copies of the RFP proposal outline and compliance matrix
* Develop proposal document templates
* Help coordinate the final proposal documents to production
* Perform other job-related duties as assigned

Required Skills and Qualifications

* Bachelor's Degree in business or a similar field, plus three years or more of directly applicable experience in federal proposal development and coordination
Strong knowledge of the overall proposal development process, with the ability to interpret a solicitation's proposal instructions and assist with creating appropriate outlines and content for use by proposal content creators and during proposal reviews
* Highly experienced with productivity software applications to include advanced desktop publishing skills manipulating complex proposal documents, while ensuring compliance with solicitation requirements, including the positioning of text and graphic elements, formatting properties such as the size and style of type, column width, and spacing, and performing quality checks for document errors
* Experienced and comfortable with using live videoconference software and cloud-based software applications
* Strong organizational and multitasking skills, paying close attention to detail, with the ability to organize, manage, and edit various resources and assets including: past performance and corporate experience (including CPARS and QARs); capabilities briefs; resumes; templates; graphics; advocate client testimonials/case studies
* Maintain consistency in proposal content by authoring company policies and training materials
* Support the refinement of CRM and other infrastructure to enable efficient access to information related to business growth
* Ability to work in a highly collaborative environment in a team setting, both in-person and remotely, and with a wide range of stakeholders, including business development executives, program managers, subject matter experts, authors, contracts managers, production, finance, and marketing staff, external partners, and subcontractors to facilitate efficient and effective proposal development
* Strong interpersonal relations skills, communications skills, and enthusiastic attitude
* Highly self-motivated and self-disciplined
* High-energy work ethic with strong time management skills and available to work non-standard hours when necessary
* Ability to receive and monitor emails and text messages and be reachable after hours via a smart phone
* Ability to work remotely, staying engaged and focused as a remote team member

Physical Demands and Working Conditions

* The work of this position is performed in an environmentally controlled indoor office environment
* Must be capable of sitting and entering data on a computer keyboard for extended periods of time
* Must be able to view computer monitor for extended periods of time
* Must be able to lift 25 pounds unassisted
* Occasional travel may be required from time to time via automobile, airplane, or public transportation such as subway, metro, or passenger train
* Reasonable accommodations can be made to enable people with disabilities to perform the duties and responsibilities

Terms of Employment and Eligibility Requirements

Must be a U.S. Citizen and not hold multiple citizenships.
* Must possess or be able to obtain a security clearance prior to employment and maintain security clearance for the duration of employment.
* Must be able to travel as required.

The lists above are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel in this position. TRAX International reserves the right to make changes to the job description whenever necessary.

Other Job Information (if applicable)

TRAX is committed to an inclusive and diverse workplace that values and supports contributions of all individuals. TRAX is an equal opportunity employer of minorities, females, protected veterans, and individuals with disabilities. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, age, familial status, pregnancy, ancestry, national origin, handicap, gender identity or expression, protected genetic information, disability status, protected veteran status, or any other characteristic protected by law.