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Proposal Specialist

Position Summary

We are seeking an experienced Proposal Specialist to support the development, coordination, and timely submission of high-quality proposals, RFP responses, RFIs, and other business development materials.

The Proposal Specialist will work closely with operations leaders and their teams, subject matter experts, functional experts, and other internal stakeholders to manage proposal activities from opportunity identification through final submission. This role requires strong writing, editing, project management, organizational, and communication skills, as well as the ability to manage multiple deadlines in a fast-paced environment. The ability to effectively collaborate with others is essential, as is an ability to identify improvements in proposal processes and content.

Position Details

• Reports to: Director of Proposals
• Location: Remote
• Position Type: Regular Full-Time
• FLSA Status: Exempt
• Pay: Salary
• Compensation: $80,000 - $100,000 annually
• Travel: <5%

Essential Job Functions

• Lead and coordinate the proposal development process from kickoff through final submission.
• Review RFPs, RFIs, RFQs, and other solicitation documents to identify requirements, evaluation criteria, deadlines, and compliance considerations.
• Develop proposal schedules, compliance matrices, outlines, and content plans.
• Coordinate with subject matter experts and internal stakeholders to gather technical, operational, pricing, and organizational information.
• Draft, edit, and format proposal content, executive summaries, management approaches, project descriptions, and corporate qualifications.
• Ensure proposals are compelling, client-focused, accurate, compliant, and aligned with organizational capabilities and win strategies.
• Manage proposal calendars, deadlines, reviews, approvals, and submission requirements.
• Leverage generative AI and other technologies to enhance proposal research, content development, editing, compliance reviews, workflow efficiency and overall proposal quality while applying sound judgment regarding accuracy, confidentiality, and responsible AI use.
• Facilitate proposal kickoff meetings, color-team reviews, and other review sessions as appropriate.
• Work with graphic design and marketing resources to develop visually engaging and professional proposal materials.
• Maintain and improve a library of proposal content, resumes, project descriptions, past performance information, case studies, and other reusable assets.
• Conduct quality control and ensure consistency in messaging, formatting, branding, grammar, and compliance.
• Support development of presentations, capability statements, qualifications packages, and other business development collateral.
• Track proposal outcomes and contribute to lessons-learned and continuous-improvement initiatives.
• Maintain confidentiality of sensitive client, company, and proposal information.

Minimum Job Requirements

• Minimum of 5 years of prior experience developing compliant and compelling proposals preferably within a consulting firm, professional services organization, or government contractor.
• Bachelor's degree in business, communications, marketing, English, or a related field, or equivalent professional experience.
• Familiarity with federal, state, or local government contracting and procurement processes.
• Demonstrated experience responding to RFPs, RFIs, RFQs, and other competitive solicitations.
• Experience with proposal management tools, CRM systems, content management platforms, or collaboration tools.
• Excellent written and verbal communication skills, with strong editing and proofreading capabilities.
• Strong project management and organizational skills, with the ability to manage multiple concurrent proposals and competing deadlines.
• Ability to collaborate effectively with executives, subject matter experts, technical professionals, and cross-functional teams.
• Strong attention to detail and commitment to producing accurate, polished deliverables.
• Proficiency with Microsoft Office Suite, particularly Word and PowerPoint.
• Experience with AI tools and similar technologies.
• Ability to work independently while proactively communicating status, risks, and deadlines.

Key Competencies

• Proposal development and project management
• Business writing and persuasive communication
• RFP/RFI analysis and compliance
• Editing and quality assurance
• Stakeholder and deadline management
• Attention to detail
• Strategic thinking
• Collaboration and relationship building
• Ability to prioritize and perform effectively under tight deadlines

Work Schedule/Work Environment

This position will be in-office. The employee is expected to work on-site at the company's headquarters during regular business hours unless approved otherwise. Hours may vary and extended hours may be required on evenings and weekends based on business needs and proposal deadlines. The role involves regular interaction with colleagues, management, clients, customers, and/or other stakeholders, as applicable. The position may require extended periods of sitting and working at a computer, as well as occasional movement throughout the workplace and attendance at in-person meetings or events. Candidate will use office equipment and specialized printers.

Job Description and Hiring Disclaimer

This position description incorporates the core responsibilities of the job.It recognizes that other related duties not specifically mentioned might also be performed, and that not all responsibilities may be carried out depending on operational needs.

The hiring department will conduct interviews of qualified individuals prior to requesting a criminal background check, and no job application submitted prior to such interview shall inquire into an applicant's criminal history. If this position is subject to a background check for any convictions related to its responsibilities and requirements, employment will be contingent upon successful completion of a background investigation including criminal history. Criminal history will not automatically disqualify a candidate. Employment will also be contingent upon successful completion of a drug test.

Commitment to Diversity

• Ambipar / Witt O'Brien's is always looking for the most qualified and experienced professionals with a passion for public safety, emergency management, homeland security, disaster response, and continuity of operations.
• We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Equal Opportunity Employer/Veteran/Disabled

With you when it counts.