Proposal Administrator

Quanta Services•Vacaville, CA

3d•$100,000 - $115,000

About The Position

Under the direction of the Vice President of Pre-Construction Services and the company, the Proposal Administrator will manage the proposal activities, including maintaining proposal schedules and deadlines, developing proposal outlines and compliance matrices, and creating and monitoring the progress of each proposal through the submission. The Proposal Administrator participates in the long- and short-range plans for proposal development, including researching future proposal opportunities. Nova Group began with building steam lines for the U.S. Federal Government at Mare Island Naval Shipyard in Vallejo, California. By the late 1970s, Nova expanded its expertise in mechanical construction to several Bay Area military bases. During this time, Nova installed hundreds of thousands of feet of utilities, including steam and condensate piping, and performed marine construction, including cofferdams, drydock upgrades, and wharf construction. Nova also installed high-voltage power distribution systems, transformers, switchgear, and emergency power generation facilities.

Requirements

Bachelor's level degree in Marketing, Engineering (or Construction), Business Management, English, Communications, or equivalent combinations of training and experience required.
Previous experience as a Marketing/Proposal Coordinator is required.
Excellent problem-solving skills and ability to balance execution of strategic vision with a willingness to dive into details.
An open and collaborative style that blends in with our spirit of teamwork and partnership.
Sound analytical ability, good judgment, and strong operational focus.
Ability to work/function independently as needed.
Proven ability to handle multiple projects and meet multiple deadlines, including the ability to manage priorities and workflow, as well as plan, organize, and implement programs and procedures.
Excellent oral and written communication, facilitation, and presentation skills.
Computer experience, including advanced knowledge of Microsoft Office.

Nice To Haves

Technical writing experience is a plus.
Knowledge of and experience with layout programs such as Adobe InDesign and Photoshop is a big plus.

Responsibilities

Review primarily Federal project opportunities daily to identify notifications on potential projects from the list of sites (SAM, B2G, Gov Tribe, DOE, and others).
Communicate to the estimating team the possible projects of interest that match the niche markets.
Contributes to the development and review of proposal strategies and themes.
Assist with communications, summarizing the bids, sharing requests for proposals (RFPs), amendments, Q&A coordination with the owner, and other updates to the estimating team.
Carries out writing/editing/rewriting efforts for proposals, as needed, and ensures that proposals maintain high standards of excellence in appearance, responsiveness, and quality of writing.
Review the proposal sections to ensure that the requirements are adequately met.
Carries out and/or coordinates proposal final production activities for submission, whether hard copy or electronic, through various owner program platforms, including active status on PIEE and various other owner-required forecast tracking and submitting software.
Write and continually update all collateral marketing materials, including project data sheets, project photos, and resumes.
Update potential project forecast information from various military agencies and industry sources.
Conducts annual research and summarization of future project opportunities for the Department of Defense (DoD), and other agencies/organizations when identified, primarily from the published Fiscal Year MILCON budget to identify projects in three key niche markets of Fuel, Marine, and Utilities, or unique (other) contracts.
Provides writing and editing support to various company-written materials on an as-needed basis, as time permits.
Updates and maintains presentation materials for outreach events.
Creates and provides creative assistance on PowerPoint presentations for the firm as needed.
Gathers articles from departments and supports the review of the company's quarterly newsletter, when needed.
Contributes to award submission materials and monitors award submission requirements and deadlines, and ensures that all award submission requirements are met.
Reviews and provides updated material for the company website, for newly awarded projects and current progress photos, and new/updated project descriptions on a semi-regular basis.
Collaborates with the VP and Chief Estimator on the communication with the owner on potential opportunities and submitting technical clarifications.
Responsible for the exchange of obtaining bid documents and sharing the files, including any updated data through addenda, with the estimating team and via BOX access to external partners.