Proposal Specialist

As a Proposal Specialist, you will work under our Marketing Manager with our business development team and technical leads to create high quality content that showcases our technical capabilities, unique value proposition, and commitment to sustainability to potential clients.

You will be instrumental in our response development to RFPs, RFQs, and RFIs.

The successful candidate will be responsive to time-sensitive and deadline-driven proposal efforts, flexible in meeting multiple priorities, and able to thrive in a fast-paced environment.

This position demands a willingness to quickly learn the energy engineering industry, excellent communication skills, attention to detail, and creativity.

Key Responsibilities

Opportunity Screening and Tracking

• Review potential business opportunities from solicitation emails and RFP databases and share relevant opportunities with business development team for further discussion.
• Track decisions and maintain our database with current opportunity status.

Proposal Development

• Schedule proposal development kick-off and coordination meetings with Marketing Manager and technical leads to discuss / review compliance items.
• Collaborate with cross-functional teams, including engineers, project managers, and subject matter experts, to gather the necessary information and create comprehensive proposals.
• Develop and maintain Compliance / Responsibility Matrix for each large proposal to track specific deliverables, deadlines, and requirements for proposal development and submission.

Maintain proposal calendar to track deadlines.

• Proactively track and maintain communication and assignments among team members driven by Compliance Matrix to ensure internal deadlines are met.
• Translate proposal into a compliant layout, incorporate compelling graphics, charts, and written communication consistent with corporate objectives, and ensure visual appeal and effectiveness of the proposal / presentation.
• Compile standard information for proposals (e.g. firm description, firm financials, resumes, bios, project descriptions, required forms) and develop materials as needed.
• Create and edit proposal graphics.
• Format, edit and proofread draft proposals for compliance, accuracy, style, and relevance for internal review.
• Drive the entire RFP coordination process from initial receipt to submission, ensuring compliance with deadlines and requirements.
• Coordinate and create interview and presentation materials.
• Continuously improve the RFP process, templates, and best practices.

Supporting Proposal Document Management

• Develop, organize, and maintain materials for proposal submission in marketing repository or our database.
• Own the firm's master resume process.
• Maintain a style guide for writing resumes.
• Support engineers with creating and updating resumes and biographies.
• Work with HR to ensure timely resume updates.
• Tailor resumes and biographies to specific opportunities.
• Own the project description process.
• Identify which projects require write ups when notified by our database or during proposal process and follow up with project managers to ensure timely completion.
• Update our database with project descriptions.

Content Creation and Marketing Collateral Development

• Edit and proofread content for accuracy, style, and relevance.
• Create and maintain marketing materials, including brochures, presentations, and digital content.

Perform other duties as needed.

What you Need

• Bachelor's degree in Communications, English, Business, Marketing or related field preferred or equivalent education / work experience.
• Proven experience in proposal coordination or development of technical reports, large document, deliverables or equivalent.
• Strong written and verbal communication skills.
• Exceptional organizational skills and attention to detail.
• Ability to work in a team and manage multiple projects simultaneously.
• Strong analytical and problem-solving skills.
• Proficiency in Microsoft Office Suite. Knowledge of creating and managing styles in Word preferred.
• Graphic design and layout skills.
• Skilled in persistent follow-up to ensure tasks are completed on time.
• Ability to work independently, prioritize tasks, and meet tight deadlines.
• Open to learning and embracing new challenges.
• Knowledge of energy engineering, sustainable practices, A&E, construction industry terminology is a plus.
• CRM experience a plus.
• Adobe InDesign / Canva experience a plus.
• Wordpress experience a plus.
3 days ago