Proposal Administrator

SummaryThe 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.ResponsibilitiesCoordinate Proposal DevelopmentManage timelines and deliverables for proposal submissionsOrganize kickoff meetings and facilitate communication among stakeholdersReview and Edit Proposal ContentEnsure compliance with RFP/RFQ requirementsProofread and edit documents for grammar, punctuation, and clarityEnsure compliance with company style guides and formatting standardsVerify factual accuracy and investigate questionable referencesProvide constructive feedback to writers and suggest improvementsMaintain and update document databases and archivesCollaborate with management and project teams to meet deadlinesMaintain Proposal DocumentationArchive submitted proposals and related materialsTrack proposal status and outcomes (including follow‑up/reminders after validity period)Update business development/proposal tracking spreadsheet and CRMComplete Bid/No bid forms and attach in Unanet CRM and (if Bid) place copy in Proposal folderManage Proposal Tools and TemplatesCreate/maintain/update standardized proposal templates and style guidesCreate/maintain/update org charts used for proposalsCreate/maintain/update resumes on SharePoint and in Unanet Proposal AI toolResponsible 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 tasksSchedule Green Team meetings and assist in Green Team recovery tasksWhite Glove‑Prep and conduct final review (Compliance/Metrics/Final Formatting) before Executive signatoryCreate 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‑outEnsure Compliance and Quality ControlVerify adherence to company policies and client specificationsDocument formatting/grammaticalConduct final reviews before submission (after red team recovery, prep proposal for white glove review)Facilitate CommunicationServe as liaison between departments involved in proposal creationCommunicate updates and changes to proposal teamsOther Duties and ResponsibilitiesParticipate on company committees (charitable contributions and company event planning)Other administrative duties as assigned or requestedEducation / ExperienceBachelor'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 experienceExcellent written and verbal communication skillsSolid organizational skills including attention to detail and multitasking skillsStrong working knowledge of Microsoft Office (Word, Excel, Project, PowerPoint, Access, SharePoint) and of project management toolsAdditional SkillsExcellent customer service and communications/interpersonal skillsAbility to interact effectively with all levels of employees and managers, and external contactsAbility to work both independently and as part of a teamAbility to perform a variety of concurrent tasks and is process‑orientated with high attention to detailMust understand and apply prioritization to work and projects with a strong ability to manage timeBenefitsAll 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 StatementMSTI 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.#J-18808-Ljbffr