Proposal Coordinator - Contract Land Staff

Job Title: Proposal Coordinator

Division/Department: Contract Land Staff

Location: Sugar Land, TX

Exempt Employee

Salary Range: $65,000 - $75,000

With the exception of Education and Experience, any specific criteria identified in the following paragraphs are included to describe the duties and activities associated with the normal performance of work at this classification. An employee may need to work for short periods at a level above or below their current position to meet project demands.

SUMMARY: This position is responsible for coordinating and facilitating the creation of proposals and responses to Requests for Proposals (RFPs) and Requests for Information/Quotes/Qualification (RFIs/RFQs) for clients and prospects. As part of the Sales group, the Proposal Coordinator works with internal departments and across companies and brands to craft creative, compelling, and compliant documents for submission by specified deadlines. The Proposal Coordinator supports the capture and sharing of information related to the outcomes of proposals, supports upkeep of proposal resources, and performs a variety of tasks related to business development, sales, marketing, and contracting.

ESSENTIAL DUTIES AND RESPONSIBILITIES include but are not limited to:

*Coordinate a collaborative proposal process, including coordinating the collection of project-specific information and developing proposal content and other requirements to meet established guidelines and target dates.

*Coordinate the process for responding to proposal and information solicitations (RFPs, RFQs, RFIs). Assemble proposal teams, set and oversee schedules and deadlines, create assignments for subject matter experts (SMEs). Oversee all activities from inception to delivery, ensuring compliance with all requirements.

*Act as a contributing writer and editor of proposals, Statements of Qualifications, PowerPoint presentations, and related proposal and marketing materials, ensuring correct grammar, spelling, and style.

*Develop and maintain proposal boilerplate, project experience descriptions, and standard data for use in proposals. Keep boilerplate information current and relevant. Rewrite existing boilerplate language if necessary.

*Draft project descriptions for use in proposals and marketing. Participate in maintaining master project resumes, working with various SMEs for details and updates.

*Serve as an advocate for corporate graphic standards and ensure responsible use of branding elements in proposals and related materials.

*Develop/exercise proficiency with in-house proposal management and production tool – Loopio. *Create and maintain Loopio content. Ensure proper filing of all proposal-related documents.

*Support Sales team with vendor registrations, prequalification questionnaires, and similar requests from clients and prospects. Maintain access credentials for clients’ vendor systems. Ensure filing of registration documents for future reference.

*Support maintenance of Salesforce data and records. Develop proficiency with reporting capabilities within Salesforce.

*Assist in the production and maintenance of professional staff resumes.

*Willingness to take on additional responsibilities as role grows.

ACCOUNTABILITY: This position is responsible for the completions and evaluation of assigned work. Responsibilities include coordinating proposal processes, the successful on-time submission of proposals, and the maintenance of related data resources.

QUALIFICATION REQUIREMENTS (minimum and preferred requirements): To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION and/or EXPERIENCE:

Bachelor's degree from four-year college or university or equivalent combination of education and experience. Two to five years of direct experience in proposal preparation and professional services marketing, preferably in Right of Way, A/E/C, Survey, Environmental, or similar industry.

LICENSING:

• Must have valid driver’s license.
• Must maintain minimum automobile liability insurance in the amount of $100,000/$300,000/$100,000 or provide an approved indemnification agreement.

LANGUAGE SKILLS:

• Requires excellent written and oral communication and presentation skills.
• Ability to read and interpret RFP/RFQ/RFI documents, company policy, technical procedures, contracts, or governmental regulations and draft business narratives and communications based on understanding of the same.
• Ability to effectively present information and respond to questions from colleagues, managers, and sometimes clients.

MATHEMATICAL SKILLS

• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, percentages, and decimals.
• Ability to apply spreadsheet formulas in performing common mathematical and statistical calculations.

REASONING ABILITY

• Ability to comprehend and interpret a variety of technical instructions in narrative, mathematical, or diagram form and deal with abstract and concrete variables.
• Ability to solve practical problems and deal with variables in situations where only limited standardization exists.
• Ability to define problems, collect data, establish facts, and draw valid conclusions.

OTHER SKILLS AND ABILITIES

• Excellent skills with MS Word, Excel, PowerPoint, and PDF tools
• Experience with Adobe InDesign and/or Canva
• Ability to execute responsibilities with limited supervision and to be resourceful in completing tasks
• Keen eye for details
• Self-starter; likes taking initiative
• Thorough attention to accurate record keeping
• Ability to work with all levels of organization, including CEO and CFO
• Ability to work with tight deadlines and changing priorities
• Ability to manage multiple and competing priorities in a fast-paced environment
• Ability to work flexible hours if needed

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• While performing the duties of this job, the employee is required to sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear. Plus stand, walk, and stoop, kneel or crouch.
• The employee must be able to lift and/or move up to 35 pounds. Employee is expected to use good judgment when lifting or moving office supplies and/or furniture and to seek assistance or wear back support appliances when appropriate.
• Specific vision abilities required by this job include close vision, distance vision, color vision, and the ability to adjust focus in use of computer monitor and other manual, task-related functions.
• The employee may be required to travel by car, plane, taxi, bus, and shuttle; to and from various projects nationwide, and to handle their own luggage and computer equipment.

WORK ENVIRONMENT: This job will require a majority of work to be performed in a well-lighted, temperature controlled, fast-paced office setting. Some activities may require overnight travel to field locations or regional offices. There are frequent interruptions during the workday for impromptu meetings with various personnel, client calls and required weekly and other meetings.

COMMENTS: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.