Proposal Coordinator

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)

Working 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 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.

Note: This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the job.

FlightSafety is an Equal Opportunity Employer/Vet/Disabled. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or disability.

FlightSafety may not be able to guarantee a U.S. Government security clearance for this position.

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