Proposal Coordinator

Job Summary:
The Proposal Coordinator supports Hive Group in winning new Federal Government and commercial business by assisting proposal teams with coordination and desktop publishing throughout the proposal development lifecycle. The individual in this position works seamlessly with and reports to the Proposal Manager during the execution of the proposal to ensure all milestones within the proposal lifecycle are met with compliant, compelling and high quality proposal products. This position reports to the Senior Proposal Manager.
Position Responsibilities:

• Analyze the RFP instructions and manage the overall desktop publishing, production, and delivery requirements of the proposal in coordination with the Proposal Manager
• Coordinate and distribute Requests for Proposals (RFPs), Requests for Information (RFIs), Requests for Quotations (RFQs), Amendments, Final Proposal Revisions (FPRs), and Evaluation Notices (ENs) to the proposal team, including teaming partner(s) and subcontractor(s), as appropriate and as directed
• Create the Proposal Production Specification Sheet, Delivery Plan, and Submission Checklists
• Review and update the proposal schedule in coordination with the Proposal Manager, establishing realistic and achievable deadlines for desktop publishing, graphics, all reviews, and editing
• Perform template creation, desktop publishing, and formatting on various proposal volumes/sections
• Maintain configuration and version control of all proposal files
• Prepare files for proposal reviews and combine reviewer comments for proposal team adjudication
• Coordinate administrative and logistics tasks throughout the proposal process to support all aspects of the proposal process including, but not limited to, the writing, pricing, recruitment, reviews, production, security, IT support, contracts teams, and meetings
• Support the administration of proposal sites (SharePoint, or other proposal development tools)
• Develop and maintain the proposal responsibility matrix and assignment action tracker
• Prepare and update the wall or virtual wall on a daily basis in accordance with the proposal instructions, inclusive of all RFP amendment and any other changes
• Interface with the writers and the Graphics Manager to maintain configuration control for creating, formatting, and editing graphics, covers, and spines
• Confirm and obtain final proposal signatures
• Lead all proposal production efforts, including the preparation of electronic file submissions and/or the production and packaging of final hard-copy proposal materials, supporting in-house printing and packaging or coordinating with outside print shop services, if necessary
• Support the Proposal Manager during final book check of proposal deliverables to the Customer
• Identify additional proposal resources needed per the Proposal Manager/Marketing Services Manager
• Coordinate with office security for facility access and badging of the proposal team
• Work with IT to establish new email accounts and access to web-based proposal sites for all proposal team members to include consultants, subcontractors, and/or teaming partners

Job Qualifications:

• Bachelor’s Degree
• 2+ years’ relevant experience in functional areas like requirements analysis, technical writing/document development, and project coordination. Prior proposal experience is desirable but not required
• Ability to communicate effectively with audiences that include but are not limited to management, coworkers, clients, vendors, contractors, and visitors
• Federal Government proposal experience
• Ability to attend to detail and work in a time-conscious and time-effective manner
• Ability to communicate effectively with all audiences including but are not limited to management, coworkers, teammates, and other stakeholders
• Proficient in Google Suite, MS Word, PowerPoint, MS Excel, and Adobe
• Ability to attend to detail and work in a time-conscious and time-effective manner
• Proactive individual with strong attention to accuracy and detail in a schedule-driven environment
• Customer service oriented and able to work independently with minimal supervision
• Excellent writing, grammar, and spelling ability
• U.S. Citizenship required
• Ability to obtain necessary security clearances
• Ability to work unpredictable schedules, including overtime, evenings, weekends, and sometimes holidays
• Proficient knowledge of Shipley methodology
• Ability and flexibility to learn new processes and quickly adapt to changing environments

Preferred Requirements:

• Google Suite experience/proficiency

Hive Group is an Equal Employment Opportunity / Affirmative Action employer dedicated to making all employment decisions without regard to race, color, sex (including gender and transgender status), age, religion, national origin, disability, marital status, veteran status, registered domestic partner or civil union status, gender identity, medical condition, genetic information, sexual orientation, or any other protected status in accordance with applicable federal, state, and local laws. Hive Group hires and promotes individuals solely on the basis of their qualifications for the job to be filled.