Proposal Coordinator

Description

We are looking for a Proposal Coordinator. As a member of the SWARCO McCain family, you’ll be part of our Traffic Solutions Sales team and report to the Proposal Manager. You will work with all solution sales stakeholders including proposal manager, subject matter experts, software support staff, distributors, sub-contractors, and other key stakeholders to coordinate the development of proposals, presentations and other associated materials. 

The Proposal Coordinator will help respond to Request for Information (RFI), Request for Proposals (RFPs), Statement of Qualifications (SOQs), assist with the development and production of shortlist presentations, and administer the overall management of the solution sales process. The position involves proposal generation, writing, proofreading, editing, production, and coordination with multiple parties. This role also involves conducting market research, CRM/database management, administrative tasks, and supporting other Traffic Solution Sales department staff. 

The Proposal Coordinator should exhibit strong writing skills, organization skills, a good eye for graphic design and desire to learn about software solution products offered by SWARCO McCain. The coordinator should be able to balance tasks by way of level of complexity and deadlines.

Essential Duties and Responsibilities

• Traffic Solution Sales opportunity management: Attend recurring sales meetings, review and document sales activities and action items.
• Proposal Development: Support the end-to-end RFI/proposal development process, collaborating with internal subject matter experts, technical teams, and business development professionals to produce compelling and compliant proposals for all traffic solution solicitations. 
• Proposal Schedule and Milestones: Develop and manage proposal schedules, setting realistic milestones for RFI/proposal development and ensuring timely completion of all deliverables. 
• Proposal Strategy: Collaborate with business development and executive teams to develop winning proposal strategies that address customer needs and differentiate our solutions from competitors. 
• Compliance Management: Ensure adherence to solicitation requirements, guidelines, and evaluation criteria while maintaining a keen eye for accuracy and consistency throughout the proposal. 
• Proposal Team Coordination: Support and lead proposal meetings, reviews, and strategy sessions to ensure a unified approach and effective collaboration among proposal team members. 
• Proposal Production: Support the production process, including document formatting, printing (if applicable), and delivery, to ensure the final proposal package is professional and meets all submission requirements. 
• Proposal Repository: Support the maintenance of a centralized proposal repository, organizing proposal content, and lessons learned for future reference and continuous improvement. 
• Risk Management: Identify potential risks or challenges during the RFI/proposal development process and work with stakeholders to mitigate these risks effectively. 
• Post-Submission Activities: Facilitate debrief/lessons learned sessions with stakeholders to gather feedback and insights to improve future proposals.
• Product Presentations & Demonstrations: Assist the planning and development of proposal demonstrations and interviews. 
• Participate in peer review and oversight for accuracy and quality of content.

Requirements

• 2-5 years of experience in relevant work.
• Bachelor’s degree in business or a closely related field is preferred.
• Prior experience designing and executing bid proposals.
• Proposal Tools: Proficiency in relevant proposal management software and tools, such as Microsoft Office Suite, SharePoint, and other platforms. 
• Communication Skills: Excellent written and verbal communication skills, with the ability to craft clear, concise, and persuasive documents. 
• Leadership Skills: Proven ability to lead and motivate cross-functional teams, fostering a collaborative and results-driven environment. 
• Detail-Oriented: Exceptional attention to detail and a commitment to delivering high-quality proposals on tight deadlines. 
• Project Management: Strong project management skills to prioritize tasks and manage multiple proposals simultaneously. Ability to work under pressure and effectively coordinate all stakeholders to meet and exceed deadlines. 
• Problem-Solving: Ability to think critically and creatively to address challenges and develop innovative solutions. 
• Interpersonal Skills: Strong interpersonal and negotiation skills to build relationships with internal and external stakeholders.
• Experience in government contracts and proposal development, i.e. knowledge of RFP and RFI processes.

Physical Conditions / Requirements

• No unusual physical requirements. Requires no heavy lifting and nearly all work is performed in a comfortable indoor facility.
• Occasional – Routine deadlines; usually sufficient lead time; variance in work volume seasonal and predictable; priorities can be anticipated; some interruptions are present; involves occasional exposure to demands and pressures from persons other than immediate supervisor.
• Job frequently requires sitting and handling objects with hands.
• Job occasionally requires standing, walking, bending, reaching, talking, hearing, and lifting up to 10 pounds.
• Vision requirements: Ability to see information in print and or electronically.

As a member of our family, you will enjoy:

• A GREAT work environment with fun, friendly, knowledgeable and helpful team members.
• Benefits package to support you and your family’s health. From medical, dental, and vision, to flexible spending accounts for both health and dependent care.
• Educational reimbursement to help keep your career updated.
• Save money on tickets to the San Diego Zoo, other amusement parks, movies, indoor skydiving and so much more with our employee discount program.
• Paid time off, holidays, company-matched 401(k) plan and more!

Salary : $55,000 - $65,000