Proposal Coordinator

Conduent • Lexington, KY

7d • Hybrid

About The Position

As a Proposal Coordinator, you will be responsible for managing the production, formatting, and preparation of commercial proposal response documentation for Conduent's Proposal Development Center. Our Proposal Development Center is focused on creating best-in-class, compelling proposals that convert to wins. In this role, you will collaborate with Proposal Managers, writers, Graphic Designers, and internal stakeholders to ensure proposal documents are accurate, professionally formatted, and delivered on time. You will manage documents ranging from a few pages to several hundred pages, coordinate production schedules, maintain proposal templates, and ensure all submission requirements are met. The ideal candidate is highly organized, detail-oriented, and comfortable working in a production environment with competing priorities and tight deadlines. This is an excellent opportunity for someone with document production experience or an interest in transitioning into proposal production and becoming an important part of a collaborative sales organization.

Requirements

• Bachelor's degree or a minimum of 2 years of experience in document production, document control, or an equivalent combination of education and experience.
• Advanced proficiency in Microsoft Office applications, particularly Microsoft Word and Excel, including document formatting, templates, and production.
• Strong attention to detail with the ability to follow specific instructions and produce accurate, high-quality documents with minimal errors.
• Excellent organizational and time management skills, with the ability to prioritize multiple assignments and meet competing deadlines.
• Strong written and verbal communication skills, with the ability to collaborate effectively with cross-functional teams and internal stakeholders.
• Ability to work independently while contributing to a collaborative, team-oriented production environment.
• Strong proofreading skills and the ability to maintain accuracy and consistency across complex documents.
• Ability to manage multiple projects simultaneously and adapt to changing priorities in a fast-paced environment.
• Demonstrated sense of urgency and the ability to remain organized and productive under tight deadlines.
• Strong customer service skills, dependability, and a willingness to take on additional responsibilities to support team success.
• Willingness to work extended hours when necessary to meet proposal submission deadlines.
• Ability to lift and move items weighing up to 40 pounds.

Nice To Haves

• Experience with proposal production, desktop publishing, or document management.
• Knowledge of Microsoft Project and SharePoint.
• Basic familiarity with graphic design programs.
• Experience supporting RFP responses, proposal submissions, or other deadline-driven document production activities.

Responsibilities

• Manage all aspects of proposal document production, formatting, and preparation for commercial proposal responses.
• Utilize advanced Microsoft Word features to create solicitation-specific templates and professionally format proposal documents.
• Review Requests for Proposals (RFPs) to identify and document production-related requirements, serving as the central point of contact for proposal production activities.
• Develop and manage publication schedules and production deadlines in collaboration with Proposal Management.
• Maintain, customize, and update proposal production tools and templates.
• Participate in proposal meetings and conference calls to communicate document layout, formatting requirements, production schedules, and submission processes.
• Coordinate with Graphic Designers to manage and track text and graphics, ensuring proper version control throughout the proposal development process.
• Prepare proposal documents for internal reviews and final submission using Microsoft Word, Excel, and PDF applications.
• Coordinate with external vendors to secure production supplies and ensure timely completion of document reproduction.
• Prepare proposals for final quality reviews and assist with the book check process.
• Package proposals for shipment and track delivery when physical submissions are required.
• Support smaller proposals and presentations by gathering baseline documents, completing required forms, and assisting with additional production activities.
• Collaborate with proposal writers, Graphic Designers, Proposal Managers, and leadership to ensure accuracy, consistency, and timely delivery of proposal materials.
• Assist with scheduling, organizing review meetings, and coordinating production-related activities.
• Provide additional production support as needed to meet team and organizational deadlines.

Benefits

• Health and Welfare Benefits: Tailored to fit your and your family's needs, effective from day one.
• Retirement Savings: Supportive plans to help you secure your financial future.
• Employee Discounts: Access a broad array of discounts on merchandise, services, travel, and more.
• Career Growth Opportunities: A variety of opportunities to advance your career within a global company.
• Paid Training: Earn while you learn with access to award-winning learning platforms.
• Paid Time Off: Attractive packages designed to help you enjoy your life outside of work.
• Great Work Environment: Join an award-winning culture recognized for diversity and inclusion efforts.
• health insurance coverage
• voluntary dental and vision programs
• life and disability insurance
• a retirement savings plan
• paid holidays
• paid time off (PTO) or vacation and/or sick time

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level