Proposal Administrator

MS Technology, Inc.•Oak Ridge, TN

About The Position

The Proposal Administrator will administer and organize all proposal activities under the direction of the Business Development Manager, aiming at the flawless execution of the proposal process.

Requirements

Bachelor’s degree from a four-year college or university; or one to two years related experience and/or training; or equivalent combination of education and experience.
Excellent written and verbal communication skills.
Solid organizational skills including attention to detail and multitasking skills.
Strong working knowledge of Microsoft Office (Word, Excel, Project, PowerPoint, Access, SharePoint) and of project management tools.
Excellent customer service and communications/interpersonal skills.
Ability to interact effectively with all levels of employees and managers, and external contacts.
Ability to work both independently and as part of a team.
Ability to perform a variety of concurrent tasks and is process-oriented with high attention to detail.
Must understand and apply prioritization to work and projects with a strong ability to manage time.

Responsibilities

Coordinate Proposal Development: Manage timelines and deliverables for proposal submissions, organize kickoff meetings and facilitate communication among stakeholders.
Review and Edit Proposal Content: Ensure compliance with RFP/RFQ requirements, proofread and edit documents for grammar, punctuation, and clarity, ensure compliance with company style guides and formatting standards, verify factual accuracy and investigate questionable references, provide constructive feedback to writers and suggest improvements, maintain and update document databases and archives, collaborate with management and project teams to meet deadlines.
Maintain Proposal Documentation: Archive submitted proposals and related materials, track proposal status and outcomes (including follow up/reminders after validity period), update business development/proposal tracking spreadsheet (and CRM), complete Bid/No bid forms and attach in Unanet CRM and (if Bid) also place copy in Proposal folder.
Manage Proposal Tools and Templates: Create/maintain/update standardized proposal templates and style guides, create/maintain/update org charts used for proposals, create/maintain/update resumes on SharePoint (and in Unanet Proposal AI tool), responsible for Content Management for Unanet Proposal AI Tool (maintain/upload Past Performance, Resumes, Proposals, Feedback, Graphics, etc.), shred RFP, create compliance matrix, develop compliant proposal outline (with LLM input), use Unanet Proposal AI tool to generate a response and combine with LLM outline/compliance for First Draft/Proposal Template prior to proposal Kick off meeting (KOM).
Coordinate and prepare for all color gate reviews: Coordinate Proposal Kick off meetings (KOM) and create compliance kick off brief (ppt), schedule Red Team meetings and assist in Red Team recovery tasks, schedule Green Team meetings and assist in Green Team recovery tasks, White Glove-Prep and conduct Final Review (Compliance/Grammer/Punctuation and Final Formatting) before Executive signatory.
Create and maintain Proposal Calendars to manage deadlines deliverables of multiple proposal simultaneously (Tool TBD-Monday/CRM).
Familiarity with client portals for proposal submittals (back up person to submit proposals).
Document and maintain any client debriefs or post-proposal “hot wash”.
Work with Operations to develop Project Summaries for each project (as part of project close out). These summaries will be maintained on SharePoint and uploaded in the Proposal AI tool for Past Performance. Create Project Summaries for projects in process and update/finalize as part of project close out.
Ensure Compliance and Quality Control: Verify adherence to company policies and client specifications, document formatting/grammatical, conduct final reviews before submission (after red team recovery, prep proposal for white glove review).
Facilitate Communication: Serve as liaison between departments involved in proposal creation, communicate updates and changes to proposal teams.
Other Duties and Responsibilities: Participate on company committees (charitable contributions and company event planning), other administrative duties as assigned or requested.