Proposal Administrator

Summary
The Proposal Administrator will administer and organize all proposal activities under the direction of the Business Development Manager, aiming at the flawless execution of the proposal process.

Responsibilities

Coordinate Proposal Development

Manage timelines and deliverables for proposal submissions

Organize kickoff meetings and facilitate communication among stakeholders

Review and Edit Proposal Content

Ensure compliance with RFP/RFQ requirements

Proofread and edit documents for grammar, punctuation, and clarity

Ensure compliance with company style guides and formatting standards

Verify factual accuracy and investigate questionable references

Provide constructive feedback to writers and suggest improvements

Maintain and update document databases and archives

Collaborate with management and project teams to meet deadlines

Maintain Proposal Documentation

Archive submitted proposals and related materials

Track proposal status and outcomes (including follow‑up/reminders after validity period)

Update business development/proposal tracking spreadsheet and CRM

Complete Bid/No bid forms and attach in Unanet CRM and (if Bid) place copy in Proposal folder

Manage Proposal Tools and Templates

Create/maintain/update standardized proposal templates and style guides

Create/maintain/update org charts used for proposals

Create/maintain/update resumes on SharePoint and in Unanet Proposal AI tool

Responsible for content management for Unanet Proposal AI Tool (maintain/upload Past Performance, Resumes, Proposals, Feedback, Graphics, etc.)

Shred RFP, create compliance matrix, develop compliant proposal outline (with LLM input)

Use Unanet Proposal AI tool to generate a response and combine with LLM outline/compliance for first draft/proposal template prior to proposal kickoff meeting (KOM)

Coordinate and prepare for all color gate reviews:

Coordinate Proposal Kickoff meetings (KOM) and create compliance kickoff brief (ppt)

Schedule Red Team meetings and assist in Red Team recovery tasks

Schedule Green Team meetings and assist in Green Team recovery tasks

White Glove‑Prep and conduct final review (Compliance/Metrics/Final Formatting) before Executive signatory

Create and maintain proposal calendars to manage deadlines and deliverables of multiple proposals simultaneously (Tool TBD‑Monday/CRM)

Familiarity with client portals for proposal submittals (back‑up person to submit proposals)

Document and maintain any client debriefs or post‑proposal “hot wash”

Work with Operations to develop Project Summaries for each project (as part of project close‑out). These summaries will be maintained on SharePoint and uploaded in the Proposal AI tool for Past Performance. Create Project Summaries for projects in process and update/finalize as part of project close‑out

Ensure Compliance and Quality Control

Verify adherence to company policies and client specifications

Document formatting/grammatical

Conduct final reviews before submission (after red team recovery, prep proposal for white glove review)

Facilitate Communication

Serve as liaison between departments involved in proposal creation

Communicate updates and changes to proposal teams

Other Duties and Responsibilities

Participate on company committees (charitable contributions and company event planning)

Other administrative duties as assigned or requested

Education / Experience

Bachelor’s degree from a four‑year college or university; or one to two years related experience and/or training; or equivalent combination of education and experience

Excellent written and verbal communication skills

Solid organizational skills including attention to detail and multitasking skills

Strong working knowledge of Microsoft Office (Word, Excel, Project, PowerPoint, Access, SharePoint) and of project management tools

Additional Skills

Excellent customer service and communications/interpersonal skills

Ability to interact effectively with all levels of employees and managers, and external contacts

Ability to work both independently and as part of a team

Ability to perform a variety of concurrent tasks and is process‑orientated with high attention to detail

Must understand and apply prioritization to work and projects with a strong ability to manage time

Benefits
All eligible employees enjoy an excellent benefits package, including medical/dental/vision insurance, short/long‑term disability, life insurance, 401(k), paid time off including holidays, and tuition reimbursement.

EEO Statement
MSTI is an equal‑opportunity employer. All qualified candidates, including individuals with disabilities and protected veterans, are encouraged to apply. MSTI is an E‑Verify employer. If you have difficulty using the online application system or need an accommodation to apply due to a disability, please email: HR@mstechnology.com.

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