Proposal Coordinator

Purpose of Position

The Proposal Coordinator is responsible for coordination and administration activities associated with new business and program change proposals.

Tasks and Responsibilities

• Reports to the Proposal Manager for daily assignments, coordination of resources and input necessary to meet deadlines.
• Interacts daily with functional departments (Programs, Engineering, Finance, Contracts, Purchasing, and Product Assurance) in support of all proposal development requirements.
• Coordinates proposal activities by:
• Reading, understanding and implementing proposal formatting requirements.
• Creating initial draft documents by preparing Author Shells (working outlines) and collecting and inserting boiler plate text working with the technical authors to edit to meet the specific requirements of the Request for Proposal (RFP).
• Work with technical authors and graphic artists to come up with representative graphics as needed.
• Create and maintain action items lists and track to completion.
• Formatting proposal documents to ensure continuity and professional appearance, as well as compliance with associated RFP to include Tables of Contents, List of Figures, etc.
• Interfacing with proposal teams to collect and insert edited changes in a timely manner.
• Create and maintain proposal schedules.
• Reviewing proposal documents to verify the placement of graphics, figures, tables and text links.
• Minor editing of technical documents.
• Preparing final proposal files (electronic and hard copy) for submittal to the customer.
• Performing quality control of internal drafts for color team reviews as well as the final proposal product.
• Shipping the proposal (inclusive of a back-up plan) and following-up to ensure receipt by client office.
• Performing organization and 'clean-up' of the New Business Development network files and folders.
• Assists in preparation of Requests for Quotes.
• Assists in preparation of proposal packages for Kickoff meetings and Proposal Reviews.
• Establishment and configuration management of proposal document control via an electronic filing system (i.e. SharePoint).
• Coordinating with the IT department and SharePoint administration to establish correspondence groups and to ensure proposal group members have access to proposal documents.
• Ensuring availability of materials for proposal reviews.
• Making arrangements for visitors attending proposal events at FSI-D facilities.
• Prepares meeting notes, creates agendas, develops presentations under the direction of the Proposal Manager
• Monitors and conveys Internet data for business opportunities on a daily basis; downloads relevant files to the New Business Development network folders.
• Monitors and maintains Configuration Management of proposals using SharePoint and/or a local network, providing quality assurance support as the proposal evolves through the internal processes.
• Ensures documentation used in support of the proposal is available and distributed to the proposal team.

Minimum Education

• High School diploma or equivalent.
• A Bachelor’s degree in business or four years combination of education, experience, and training, in addition to what is listed below, is desirable.

Minimum Experience

• Five years of experience in general administrative/business office environment.
• Three years of experience in proposal development in government contracts and/or aviation training is desirable.

Knowledge, Skills, Abilities

• Ability to work with a minimum of supervision and be attentive to details.
• Ability to work constructively in a team environment.
• Ability to exercise initiative, good judgment and accuracy.
• Ability to read, write, speak and understand English.
• Excellent knowledge and demonstrated work experience using the Microsoft Office software: Word, Excel, Power Point plus Adobe Acrobat.
• Desktop publishing experience a plus
• Intermediate to advanced knowledge of Microsoft Project, Visio Graphics and other graphics tools.

Physical Demands and Work Environment

While performing the duties of this job, the teammate is regularly required to sit, use their hands and fingers, to handle or feel; reach with hands and arms; and talk or hear. The teammate must occasionally lift and/or move up to 20 pounds. The teammate must have close and distance vision and the ability to adjust focus. The noise level in the work environment is usually moderate.