Proposal Production Specialist II

Sierra Space•Centennial, CO

About The Position

The Proposal Production Specialist II is responsible for providing advanced support in the proposal development process, including preparation, response creation, management, production, and final submission of proposals. This role requires a deep understanding of government RFP and Shipley proposal management processes, as well as strong technical writing and desktop publishing skills. The specialist will work closely with the RFP team and various divisions within the company to ensure high-quality and timely proposal submissions. The primary tasks and responsibilities for this role involve extensive collaboration with various personnel, including proposal managers, technical and business subject matter experts, authors, contracts managers, graphic designers, and production staff, to ensure efficient and compliant proposal submissions. The role requires providing advanced support for proposal activities, such as color team preparation, response creation, and management, as well as supporting the production and final submission of proposals, including classified submissions. Responsibilities also include formatting and editing a variety of proposal documents to ensure consistency, quality, and adherence to customer formatting requirements. Strong desktop publishing support is essential, including creating and tailoring Word templates, PowerPoint templates, and response deliverables for proposal and business development teams. Additional duties include supporting proposal management and offering technical writing assistance for Requests for Proposals (RFPs), Requests for Information (RFIs), white papers, presentations, and other documents, while performing visual and technical quality assurance and quality control (QA/QC) of all proposal deliverables. The role also involves creating drafts of customer requirements compliance matrices for solicitation elements, such as RFPs and statements of work, and providing administrative support for gate reviews, kickoffs, daily standups, and the Shipley color team review cycle. Other tasks include managing content libraries, cleaning OCR documents, and utilizing SharePoint for document management, collaboration, and repository library maintenance, while monitoring metadata, team rosters, and permission structures. The individual may serve as a secondary point of contact for technical SharePoint queries and provide occasional desktop publishing support for program deliverables. Additional responsibilities include assisting with CRM and JIRA data collection and maintenance, providing administrative support for eShare and trusted share platforms, and helping proposal teams with PowerPoint presentations and general deck cleanup. The role requires the ability to organize and prioritize work to meet deadlines and deliver high-quality results, as well as effective communication with team members and stakeholders. Support for government agency and military proposal teams may also be needed. Finally, the role includes assisting the proposal operations manager with the research, development, installation, and maintenance of proposal resources and process solutions.

Requirements

Typically, 4+ years of related experience.
Demonstrated experience with general proposal support, including color team preparation, response creation and management, production, and final submission of proposals.
Experience, knowledge, and understanding of government RFP and Shipley proposal management processes.
Ability to support proposal management and provide technical writing support.
Strong ability to format and edit a variety of proposal documents.
Strong desktop publishing support to the RFP team and divisions throughout the company.
Experience with SharePoint including management of groups and permissions.
Requires drive, initiative, and adaptability to evolve within a fast-paced environment.
Experience preferred supporting government agency and military proposal teams.
Ability to manage multiple tasks and deadlines.
Excellent communication and organizational skills.
The ability to obtain and maintain a U.S. Security Clearance is required.
U.S. Citizenship status is required as this position needs an active U.S. Security Clearance for employment.

Nice To Haves

College coursework in a related field, such as English or Computer Science (or equivalent experience).
Administrative support experience.
Strong organizational and communication skills.
Ability to navigate, adapt, and evolve within a fast-paced, deadline-driven working environment.
Advanced skills in proposal management and technical writing support.
Familiarity with RFP document dissemination and preparation of proposal-compliant outlines and creation of compliance matrices.
Experience with DoW and military agency proposals.
Experience working in an aerospace field.
Extensive experience in desktop publishing and document formatting.
Moderate-to-advanced level desktop publishing experience using the MS suite of products.
Experience with macros across the full MS Suite.
Ability to resolve complex software technical issues in the MS suite of products.
Understanding of PowerPoint templates and management of master slides, color themes, and general deck cleanup.
Some experience with Excel formatting, formula creation, header and footer marking, and print setup.
Demonstrate advanced skills with Adobe Acrobat, including document merging, comment collection, bookmarking, and editing PDFs.
Expertise in creating, installing, and maintaining Word templates.
Strong familiarity with SharePoint and other collaboration tools.
Understanding of SharePoint site setups, permission groups, content movement, and lists.
Experience with content repositories and application of metadata.
Familiarity with content repositories and metadata applications.
Some experience with Power BI.
Proven ability to support complex projects and processes.
Employs strong critical thinking to resolve complex process and software issues for proposal teams and other areas of the company.
Demonstrated ability to work effectively in a team environment.
Flexibility to work independently with minimal training and guidance.

Responsibilities

Providing advanced support in the proposal development process, including preparation, response creation, management, production, and final submission of proposals.
Collaborating with proposal managers, technical and business subject matter experts, authors, contracts managers, graphic designers, and production staff.
Formatting and editing proposal documents to ensure consistency, quality, and adherence to customer formatting requirements.
Creating and tailoring Word templates, PowerPoint templates, and response deliverables.
Supporting proposal management and offering technical writing assistance for RFPs, RFIs, white papers, and presentations.
Performing visual and technical quality assurance and quality control (QA/QC) of all proposal deliverables.
Creating drafts of customer requirements compliance matrices.
Providing administrative support for gate reviews, kickoffs, daily standups, and the Shipley color team review cycle.
Managing content libraries, cleaning OCR documents, and utilizing SharePoint for document management.
Assisting with CRM and JIRA data collection and maintenance.
Providing administrative support for eShare and trusted share platforms.
Helping proposal teams with PowerPoint presentations and general deck cleanup.
Assisting the proposal operations manager with the research, development, installation, and maintenance of proposal resources and process solutions.