Position Title:
Proposal Specialist
Position Purpose:
The Proposal Specialist position at T. Baker Smith provides support to all market sector strategies in the coordination, crafting, and compiling of proposals through each stage of the proposal production process. The proposal specialist works with integrated senior leader teams to create winning proposals and presentations that focus on clients’ specific needs and requirements and ensures proposal project timelines, budgets, and development processes are followed. This position serves as a key communication link among the associates of TBS actively seeking new opportunities and clients.
Essential Functions:
Proposals
- Manages the overall development and production of proposal documents.
- Maintains responsibility for the proposal document from message of value creation, content delivery, editing/formatting and production and delivery of the document.
- Interviews technical associates to develop and write compelling, cohesive, concise, creative and original responses to RFPs, RFQs, and other proposal-related documents.
- Researches and obtains client-specific information from client web sites, annual reports, etc. to customize the proposal documents to reflect those messages or ideas key to the client.
- Identifies and actively engages all appropriate TBS associates to develop and review relevant sections of the proposal. Seeks approval from subject matter experts and senior management for key items within the bid response.
- Designs and produces computer-generated graphics, charts, tables, multi-media graphics, and text material for visual presentation or import into proposal document.
- Coordinates a thorough review of the final proposal documents with appropriate parties, including pricing, graphics, content and solution to ensure consistency, accuracy and completeness.
- Produces and assures delivery of the final proposal document (hard copy and/or electronic) to the client.
- Maintains quality results by following proposal writing standards including readability, consistency, and tone.
- Manages an internal library of proposal related documents including branded, standardized and updated resumes, project spotlights, case studies, etc.
Market Sector Development
- Coordinate with Market Sector Leaders to implement market initiatives, which includes developing project spotlights (for use in proposals and on the website) and market-specific resumes and service brochures.
Develop and manage information processes that provide solutions and improve efficiency
- Registration in Client vendor process, complete firm status within prospective and existing
client database
- Firm resume database, current repository of TBS associate resumes for proposal inclusion.
- Work directly with TBS Market Sector Leaders and appropriate departments to ensure compliance.
Marketing initiatives
- Media relations
- Maintains contact list of all local news organizations (newspapers, local periodicals, TV stations, radio stations).
- Contacts media to cover SPARK and/or other community-giving activities in which TBS and/or TBS associates engage
- Professional association award opportunities
- Actively search for applicable industry excellence awards for which TBS can submit.
- Maintain a schedule of these Awards, place in Master Calendar and collaborate with
Supervisor to inform the ELT, MSL’s and others as appropriate.
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- Coordinate with Market Sector Leaders to engage interest and submittal requirements.
Secondary Duties:
- Assists in the development and maintenance of marketing materials including brochures, graphics, collateral materials, email broadcast campaigns, etc.
- Prepares proposal presentations, including defining roles in the presentation, scheduling and making available the proper equipment and materials such as computers, easels, and brochures needed for presentation.
- Prepares client-focused statements of qualifications.
- Promotes and helps maintain the TBS corporate culture and brand in all activities.
- Performs additional duties as it relates to other various integrated communication and marketing activities/events.
Physical Requirements:
While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to operate, handle, maneuver and manipulate objects, tools or controls; reach with hands and arms; use manual dexterity to operate computer keyboard, calculator, and telephone; talk and hear; climb stairs; balance; stoop, kneel. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
Minimum Requirements:
- Bachelor's degree in English, Journalism, Communications, Marketing or Business.
- A minimum of one-two years of experience as a proposal specialist or industry experience with marketing, public relations, and proposals/writing required. Combination of education and commensurate work experience required.
- Must have advanced experience with Microsoft Word, Excel, PowerPoint, and Outlook.
- Experience creating graphics in InDesign.
- Possess excellent writing and copywriting skills and should be able to rework technical content for a wider audience.
- Able to relate to clients and people at all levels of the organization and must possess excellent leadership, communication – written and verbal, along with diplomacy skills.
- Should be able to multitask, be self-motivated and able to deliver creative and innovative thoughts.
- Have a demonstrated ability to manage complex proposals against tight deadlines, with a "can do attitude."
- Handle multiple projects, interface with clients and prospects, and deliver superior proposal documents.
- Maintain industry and competitor knowledge to provide internal insight and support strategic initiatives.
Work Environment:
While performing the duties of this job, the associate is generally in both a typical office and outside environment and thus, is exposed to the noise, dust, smells, and other environmental factors present in such an environment. This position requires travel to visit clients, tour project sites, visit other TBS office locations and other field locations periodically. Nights away from home could be required.
Hours of Work:
This is a full-time position, requiring 40 hours per week. Due to the deadline-driven nature of proposal workload, nights and weekend commitments to the organization, its associates, and clients could be required.
Experience comes in different forms; many skills are transferable – and passion goes a long way. Here at TBS, we are in the business of cultivating people, and you are set up to succeed if you identify strongly with these values / behaviors; Growth oriented, Trustworthy, Responsive, Works hard, smart, & safe, Builds a positive team & family spirit, and are Enthusiastic & energetic.
We also know that diversity of background and thought can enhance problem-solving and encourage more creative thinking, which is why we are dedicated to adding new perspectives to the team.
Our purpose is investing in people to enhance communities and that commitment has endured for over 100 years. We pride ourselves in doing this by recruiting, hiring, and retaining diverse, passionate, and forward-thinking talent. T. Baker Smith is an equal opportunity employer, and we are dedicated to providing an inclusive and diverse environment for all associates.
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