Desktop Proposal Coordinator

Description & Requirements

This individual is responsible for coordinating and managing government proposal response production.

The position supports the preparation and development of all Maximus and client thematic proposals and related materials.

Reviews and documents all production-related requirements within the RFP and serves as the production interface for the entire proposal team.

This remote position requires occasional travel to the Tysons office in McLean, VA office for print productions.

Essential Duties and Responsibilities:

- Write responses to Requests for Proposals (RFPs), Requests for Information (RFIs), and other Government requests.

- Create compliant, compelling responses for assigned proposal sections, including graphics, charts, tables, etc..

- Review and edit proposal responses for consistency, compliance and win theme incorporation.

- Research relevant corporate, project, client and industry statistics and data in support of creating proposal responses for all lines of business, segments and international entities.

Additional Responsibilities Include:

• Manages workflow of assigned projects to meet review, publication, and submission deadlines.

• Uses advanced Microsoft Word features and/or Adobe InDesign, creates solicitation-specific templates and formats all response documents for printing and/or electronic production.

Examples include creation of, modification of, and compliance to paragraph and character styles; advanced page header/footer formatting and layouts; professional typesetting of text, charts, tables, and forms; and proper insertion of figures and photographs to maintain ratio and resolution.

• Participates in strategy meetings and conference calls to gather/communicate information concerning document layout and production process.

• Prepares and manages documents for reviews including electronic and/or physical book checks, and for submission in formats as required by the RFP (Word, complex PDFs, Excel, etc.).

• Performs technical proofing and editing as needed and helps to ensure compliance to RFP requirements for production and submittal needs.

• Works with a team of graphic designers, proposal managers, writers, and other professionals to assure that all images and text processes are followed, that the file versions are the most current, and to meet schedules and deadlines.

• Self-proofs document text and files to identify errors related to the use of language, in general, or adherence to a specific style guide.

• Uses a methodical approach to problems, including troubleshooting software issues with flexibility to develop workarounds and backup plans that remain solicitation-compliant within the deadline.

• Coordinates schedules and works with the Copy Services team, as appropriate, to produce hard copy proposals, including, but not limited to, preparation and handling of 3-ring binders, GBC/comb-binding machine, paper hole drills, USB flash drives, shipping of mate...