Proposal Operations Specialist

Great companies need great teams to propel their operations. Join the group that solves business challenges and enhances the way we work and grow. Working at Gainwell carries its rewards. You'll have an incredible opportunity to grow your career in a company that values your contributions and puts a premium on work flexibility, learning, and career development.

Summary

The Proposal Operations Specialist is primarily responsible for managing proposal production and operational processes while providing editorial support and work planning assistance on an as-needed basis throughout the pursuit lifecycle. Responsibilities include supporting proposal systems, operational processes, production activities, compliance functions, and submission support associated with Requests for Proposals (RFPs), Requests for Information (RFIs), sole source proposals, and other business development activities as required.

Your role in our mission

Proposal Operations and Production

• Maintain and update standard proposal templates, production procedures, style guides, and operational documentation to promote consistency across proposal workflows.
• Manage the day-to-day relationship with the Gainwell Printing Services Provider and oversee proposal production activities for printed submissions to support timely and accurate proposal delivery.
• Support implementation and maintenance of AI-enabled tools and technologies to enhance proposal efficiency, quality, and operational effectiveness.
• Assist leadership with metrics tracking and reporting, process improvement initiatives, and lessons learned activities to support continuous improvement and operational scalability.
• Perform other duties as assigned.

Editorial Support Responsibilities (As Needed)

• Provide editorial, document formatting, and quality assurance support, as needed, to include creating shell files, formatting and maintaining resumes, managing RFP-specific conventions lists, and performing editing, proofreading, and quality reviews to promote consistency, clarity, responsiveness, compliance, and overall proposal quality.
• Coordinate content updates and document inputs from proposal team members, solution teams, subject matter experts, and contributors while supporting proposal formatting, branding, and template standards.
• Collaborate with Proposal Team Editors, Proposal Managers, Writers, Graphic Designers, and other pursuit team members to produce compliant, high-quality deliverables.
• When serving as the primary proposal support resource on RFIs or similar projects, work with the Opportunity Owner or Bid Manager to establish writing, editing, production, and coordination responsibilities.

Work Planning Support Responsibilities (As Needed)

• Develop integrated work plans, using Microsoft Project and related planning tools, as needed, including milestones, task dependencies, review cycles, and production timelines.
• Facilitate work plan reviews and schedule updates with the Solution Lead and lead work planning discussions with Subject Matter Experts (SMEs) as solution development evolves throughout the pursuit lifecycle.
• Develop and maintain both detailed and executive-level views of Implementation work plan schedules, milestones, and status as requested.
• Support color team reviews, content development schedules, production planning, and final submission readiness activities through effective work planning and cross-team coordination.

What we're looking for

• Minimum of five (5) years of experience supporting proposal operations, proposal production, desktop publishing, proposal editing, project coordination, or related functions.
• Minimum of two (2) years of experience creating and maintaining project schedules, work plans, and pursuit timelines using Microsoft Project or similar planning tools.
• Strong understanding of proposal lifecycle processes, proposal production standards, compliance requirements, and submission best practices.
• Strong editing, proofreading, document quality assurance, and document formatting skills with exceptional attention to detail.
• Experience coordinating electronic proposal submissions and printed document production activities.
• Demonstrated ability to manage…