Proposal Administrator Job Napa area,California USA,Business

Primary Function:

Under the direction of the Vice President of Pre-Construction Services and the company, the Proposal Administrator will manage the proposal activities, including maintaining proposal schedules and deadlines, developing proposal outlines and compliance matrices, and creating and monitoring the progress of each proposal through the submission. The Proposal Administrator participates in the long- and short-range plans for proposal development, including researching future proposal opportunities.

Typical

Duties:

Review primarily Federal project opportunities daily to identify notifications on potential projects from list of sites (SAM, B2G, Gov Tribe, DOE, and others). Communicate to estimating team the potential projects of interest that match the niche markets.

Contributes to the development and review of proposal strategies and themes. Assist with communications, summarizing the bids, sharing requests for proposals (RFPs), amendments, Q&A coordination with owner and other updates to the estimating team.

Carries out writing/editing/rewriting efforts for proposals, as needed, and ensures that proposals maintain high standards of excellence in appearance, responsiveness, and quality of writing. Review proposal sections to ensure requirements are adequately met.

Carries out and/or coordinates proposal final production activities for submission, whether hard copy or electronic, through various owner program platforms, including active status on PIEE and various other owner required forecast tracking and submitting software.

Write and continually update all collateral marketing materials, including project data sheets, project photos, and resumes.

Update potential project forecast information from various military agencies and industry sources. Conducts annual research and summarization of future project opportunities for the Department of Defense (DoD), and other agencies/organizations when identified, primarily from the published Fiscal Year MILCON budget to identify projects in three key niche markets of Fuel, Marine and Utilities or unique (other) contracts.

Provides writing and editing support to various company written materials on an as-needed basis as time permits. Updates, and maintains presentation materials for outreach events. Creates and provides creative assistance on PowerPoint presentations for the firm as needed. Gathers articles from departments and supports the review of the company quarterly newsletter, when needed. Contributes to award submission materials and monitors award submission requirements and deadlines and ensures that all award submission requirements are met.

Reviews and provides updated material for the company website, for newly awarded projects and current progress photos and new/updated project descriptions on a semi-regular basis.

Collaborates with the VP and Chief Estimator on the communication with the owner on potential opportunities and submitting technical clarifications. Responsible for the exchange of obtaining bid documents and sharing the files including any updated data through addendums with the estimating team and via BOX access to external partners.

Proposal Administrator Specific Regular Duties, Organized by Time Daily

Continuously gather and update bid document data on current estimates
Continuously prepare proposal package, including outlines, project experience matrix, bid bond, etc.
Continuously provide review of written documents for technical narratives, RFI/PPI, presentations
Search for bid opportunities - SAM and B2G

Weekly

Monday marketing meeting updates (including research of projects being tracked)
Update Bid List and send via email to the whole company (Friday)
National Lab research, by separate websites
Operation dept/jobsite requests - Resumes, Organizational templates/charts, etc..

Monthly

Website updates - check site and links, awarded projects, refresh photos, recommend updates to project descriptions
FY budget review for follow-up and updates through industry forecasts
Project status update – send active projects nearing completion – form to complete and request for best photographs
CPARS status – share updates with job team and…


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