What are the responsibilities and job description for the Proposal Coordinator/Writer position at Geographic Solutions, Inc.?
Description
Job Summary: The Proposal Coordinator/Writer supports the development and submission of high-quality proposals and other solicitation responses for Geographic Solutions’ software solutions serving state, regional, and local government agencies. The position serves a dual purpose within the Proposal Team. The primary responsibility is to coordinate proposal activities, maintain proposal processes and resources, and provide administrative and production support across active opportunities. Simultaneously, the individual will be trained and developed in proposal writing and management, progressively assuming responsibility for drafting proposal content and supporting or leading smaller-scale solicitations and Requests for Information (RFIs).
This role is designed for an individual who is highly organized, detail-oriented, and interested in developing a career in proposal writing and management. As knowledge of Geographic Solutions’ products, proposal processes, and government procurement requirements grows, writing and proposal ownership responsibilities will expand accordingly.
THIS IS A HYBRID POSITION. CANDIDATE MUST COME TO WORK AT CORPORATE OFFICE IN PALM HARBOR, FL. 3 DAYS A WEEK.
Key Responsibilities – Proposal Coordination
As experience and competency are demonstrated, the individual will progressively assume responsibilities that include:
Work Experience/Knowledge:
Job Summary: The Proposal Coordinator/Writer supports the development and submission of high-quality proposals and other solicitation responses for Geographic Solutions’ software solutions serving state, regional, and local government agencies. The position serves a dual purpose within the Proposal Team. The primary responsibility is to coordinate proposal activities, maintain proposal processes and resources, and provide administrative and production support across active opportunities. Simultaneously, the individual will be trained and developed in proposal writing and management, progressively assuming responsibility for drafting proposal content and supporting or leading smaller-scale solicitations and Requests for Information (RFIs).
This role is designed for an individual who is highly organized, detail-oriented, and interested in developing a career in proposal writing and management. As knowledge of Geographic Solutions’ products, proposal processes, and government procurement requirements grows, writing and proposal ownership responsibilities will expand accordingly.
THIS IS A HYBRID POSITION. CANDIDATE MUST COME TO WORK AT CORPORATE OFFICE IN PALM HARBOR, FL. 3 DAYS A WEEK.
Key Responsibilities – Proposal Coordination
- Maintain and monitor the proposal email box and appropriately route incoming solicitation and client communications.
- Conduct initial reviews of RFPs, RFIs, and other bid opportunities to support opportunity assessment and response planning.
- Create SharePoint folder structures and initial Shred/Tracker documents for approved proposal opportunities.
- Develop proposal shell documents and outlines based on solicitation requirements.
- Assist in developing and maintaining proposal schedules and coordinate with contributors to support timely completion of deliverables.
- Coordinate, gather, and submit vendor questions regarding solicitation requirements.
- Coordinate logistics for pre-proposal conferences, client meetings, demonstrations, and other procurement-related activities.
- Work closely with Proposal Managers, Sales/Business Development, subject matter experts, leadership, and other cross-functional teams to obtain required information and documentation.
- Proofread and peer review proposal content for grammar, consistency, formatting, compliance, and adherence to company standards.
- Support proposal production, including preparation and quality review of final Word and PDF files.
- Ensure final proposal files are appropriately maintained within SharePoint and mirrored to required company repositories.
- Maintain proposal boilerplate, employee résumés, templates, and other reusable proposal resources.
- Maintain the Proposal History repository, including submission and award information.
- Coordinate Open Records and FOIA requests associated with proposal responses and support the collection of information used for proposal debriefs and lessons learned.
- Assist with proposal process improvement initiatives and proposal management tools and systems.
- Other tasks as directed by leadership
As experience and competency are demonstrated, the individual will progressively assume responsibilities that include:
- Draft proposal sections using approved boilerplate, previous proposal responses, solicitation requirements, and information obtained from subject matter experts.
- Research and analyze solicitation requirements to identify the necessary information to develop compliant and responsive content.
- Tailor existing proposal content to address individual client requirements rather than relying solely on standard boilerplate.
- Develop clear, concise, accurate, and persuasive proposal narratives.
- Incorporate technical solutions, win themes, discriminators, and key requirements consistently throughout assigned proposal content.
- Develop knowledge of Geographic Solutions’ products, services, implementation approaches, and differentiators to improve the accuracy and quality of proposal writing.
- Participate in proposal strategy, kickoff, status, and Color Team review meetings.
- Incorporate reviewer feedback and independently manage revisions to assigned content.
- Support Proposal Managers on larger and more complex state and local government solicitations.
- Serve as a writing resource and backup for the Proposal Team during periods of high proposal volume.
- Progressively assume ownership of smaller-scale solicitations and RFIs, including coordinating contributors, developing content, managing reviews, and preparing responses for submission.
- Participate in proposal debriefs and lessons-learned activities and incorporate feedback into future responses.
- Update and improve reusable proposal boilerplate content following submissions.
Work Experience/Knowledge:
- Strong writing, editing, proofreading, and verbal communication skills.
- Excellent organizational skills with the ability to manage multiple assignments and competing deadlines.
- Strong attention to detail and ability to follow established processes.
- Ability to analyze detailed solicitation requirements and organize information logically.
- Ability to collaborate effectively with Proposal Managers, subject matter experts, Sales/Business Development, leadership, and other cross-functional teams.
- Ability to receive and incorporate constructive feedback and demonstrate continuous improvement.
- Strong initiative, curiosity, and willingness to independently develop knowledge of company products and proposal practices.
- Ability to work both independently and collaboratively in a fast-paced environment.
- Strong proficiency with Microsoft Word, including templates, styles, formatting, and other advanced functionality.
- Proficiency with Microsoft Excel, PowerPoint, Outlook, Teams, and SharePoint.
- Experience with Adobe Creative Suite is desirable.
- Experience within a software development/information technology organization is preferred.
- Experience with state or local government proposals is preferred.
- This role may require occasional evening or weekend work to meet critical proposal deadlines.
- Bachelor’s degree in English, Communications, Journalism, Marketing, Business Administration, or a related field; an equivalent combination of education and experience may be considered.
- At least one year of professional writing, technical writing, proposal coordination, proposal writing, communications, or related experience preferred.
- Prior software/technology or government proposal experience is preferred but not required for a candidate who demonstrates strong writing ability, organization, initiative, and aptitude for learning.