PAE, Inc Senior Proposal Coordinator in Arlington, Virginia
Supporting the Most Exciting and Meaningful Missions in the World
Senior Proposal Coordinator
Senior Proposal Coordinator
As a member of the PAE Corporate Proposals & Publications Group (PPG), the Senior Proposal Coordinator reports to the Publications Manager. The Senior Proposal Coordinator, under the leadership of the Proposal Manager, is responsible for leading proposal document management, training proposal team members in document and graphics workflow, leading the proposal publications and production teams (desktop publishing, graphics, production, and delivery); coordinating the flow of all proposal team work products; and functioning as lead desktop publisher.
Qualified candidates will have experience coordinating large, complex proposals, collaborating with the Proposal Manager on project-specific requirements to enable successful execution of proposal tasks, in-depth working knowledge of electronic document management systems, expert skills in Microsoft Office, and specialized experience in printing operations. Responsibilities as a Senior Proposal Coordinator center around three primary areas of responsibility:
Proposal Coordination: Support the Proposal Manager and coordinate and/or conduct critical proposal development activities such as kickoff meetings, document collaboration access and management, writer templates, advanced desktop publishing, the graphics development process, posting of proposal sections to the wall, color team reviews, review software administration, read-alouds, proposal production, and proposal delivery.
Publications & Content Management: Support non-proposal publications projects, maintain the proposal library (hardcopy and electronic) maintain the PAE knowledge base and content management of corporate documentation, training personnel in publications and content management topics, and support continuous improvement initiatives.
Major Areas of Responsibility
Proposal coordination to include:
Overseeing the full life cycle of document management for both electronic and printed material
Training all proposal team members in document management, graphics workflow, data security, and other publications aspects of the proposal
Coordinating team member server/system access and ensuring proper compartmentalization of proposal materials
Coordinating facilities, including war room and breakout room scheduling, badging of proposal team members, coordination of audio/video resources, establishment of information technology resources, training proposal team member in the use of toolsets and proposal procedures
Advanced desktop publishing, including complex manipulation of proposal documents including the positioning of text and graphic elements, formatting properties such as the size and style of type, column width, and spacing, performing quality check for document errors, coordination of graphics work flow, and the use and knowledge of Microsoft Office macros
Leading final production, including detailed planning of publications schedules in collaboration with the publications manager and proposal manager and logistics planning for proposal delivery
Enabling successful project execution by establishing proposal facilities, and required hardware and tools for proposal teams
Maintaining real-time status of proposal text and graphic and overall condition of the proposal documents
Supervising the daily workflow of the graphics designers and maintain status of proposal components
Supporting color reviews by scheduling review meetings; document preparation; configuration and administration of review tools, coordinating all input outputs from the review meetings; assist in the development of the review team information packet; and distribution of materials as required
Supporting non-proposal publications projects; maintain the proposal library (hardcopy and electronic) maintain the PAE knowledge base and content management of corporate documentation; training personnel in publications and content management topics; and support continuous improvement initiatives
(If Proposal Management track is desired): Under the direction of a Capture Manager, serving as proposal manager for task order proposals, including development of compliance matrices, creating writer content plans; project management of writing assignments; writing proposal sections; coordination of graphics and reviews; performing advanced desktop publishing; and managing final production/delivery
As part of this position’s career path development (if desired), developing the skills required to advance to Proposal Writer or Volume Manager, including serving as proposal manager for larger task order proposals or volume manager, developing compliance matrices, creating writer content plans; project managing writing assignments; writing proposal sections; coordination of graphics and reviews; performing desktop publishing; and managing final production/delivery. Demonstrating proficiency of these skills after a period of time and activity defined in the individual’s annual performance objectives.
Monitoring and distribution of Government communications related to solicitations.
Training Proposal and Publication colleagues on new tools and techniques used in proposal development
Supporting desktop publishing for special projects and non-proposal events
Supporting lessons learned processes by evaluating proposal workflow and making recommendations for improvement
The ability to conceptualize and create graphics, if qualified
Other responsibilities as defined by the Publications Manager
Required Knowledge, Skills, and Abilities
2-5 years of experience in federal proposal development, managing proposal production and supporting complex proposal efforts
Experience in documentation collaboration administration
Technical writing and editing, including editorial practice and standards
Document/graphic design and development standards
Expert desktop publisher and user of Microsoft Office Suite and other content management and graphics applications
Ability to work often unpredictable schedules, including overtime, evenings, and weekends; and often over holidays
Ability to work effectively with diverse team makeups under high pressure conditions
Ability to travel
Experience with Microsoft SharePoint
Experience supporting task order proposals
Excellent oral and written communication skills with all levels of corporate personnel
Education and Experience
Associates Degree in Business Administration, Marketing, or Journalism. Equivalent experience may be accepted in lieu of degree
Minimum of 5 years in proposal development
Formal proposal management and project management training and education highly desirable
PAE is proud to be an Equal Opportunity Employer. Our hiring practices provide equal opportunity for employment without regard to race, religion, color, sex, gender, national origin, age, United States military veteran’s status, ancestry, sexual orientation, marital status, family structure, medical condition including genetic characteristics or information, veteran status, or mental or physical disability so long as the essential functions of the job can be performed with or without reasonable accommodation, or any other protected category under federal, state, or local law.
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PAE is a leading provider of enduring support for the essential missions of the U.S. government, its allied partners and international organizations. With over 60 years of experience, PAE supports the execution of complex and critical missions by providing global logistics and stability operations, technical services and national security solutions to customers around the world. PAE has a workforce of approximately 15,000 people in over 60 countries on all seven continents and is headquartered in Arlington, VA.
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