Proposal Specialist - Proposal Operations Team
At Passport, a significant portion of our sales is driven by competitive procurement processes, requiring our teams to respond to Requests for Proposals (RFPs) from government agencies and universities. The Proposal Specialist is responsible for supporting the Proposal Operations Team in planning, developing, and submitting compelling proposals to secure new business opportunities. This role requires a strong attention to detail, excellent communication skills, and the ability to manage multiple tasks in a fast-paced environment. The Proposal Specialist will collaborate closely with cross-functional teams to gather necessary information, ensure compliance with proposal requirements, and contribute to producing high-quality proposals.
Key Responsibilities
Proposal Development and Coordination:
Assist in the planning and coordinating of proposal schedules and tasks to meet submission deadlines.
Collaborate with internal stakeholders, including subject matter experts and project teams, to gather proposal information and inputs.
Develop proposal content, ensuring clarity, consistency, and compliance with client requirements.
Own oversight of bid-related calendaring, content library, document creation, and project setup, ensuring operating standards are met and providing improvement guidance as necessary.
Work closely with the proposal managers to integrate non-technical written content into proposals, ensuring all materials align with project objectives and meet client specifications.
Assist proposal managers with bid construction by pulling and/or drafting content items such as resumes, cover letters, about us, etc.
Own communication channels for each project, ensuring all updates are shared publicly.
Complete all forms applicable to each RFP, including obtaining C-Suite partner sign-off as necessary.
Check for upcoming bids in their perspective portals.
Content Management and Compliance:
Ensure proposals meet all compliance and format requirements specified in RFPs (Request for Proposal) or RFIs (Request for Information).
Maintain an organized database of proposal templates, standard content, and past responses to streamline future proposal processes.
Track and incorporate feedback to improve proposal quality and align with company standards.
Editing and Quality Assurance:
Review, edit, and format proposal documents to ensure accuracy, clarity, and adherence to the company’s quality standards.
Perform quality control checks on all final proposal documents to ensure formatting, style, and voice consistency.
Manage all response finalization, including redactions, TOC curation, page number insertion, and cover page creation, meeting formatting standards
Collaboration and Communication:
Act as a liaison between the Proposal Operations Team and other departments, facilitating effective communication to gather necessary proposal information.
Schedule and coordinate meetings related to proposal development, including kick-off, review, and post-submission debrief sessions.
Process Improvement and Knowledge:
Support the Proposal Operations Team in identifying process improvements to enhance efficiency and effectiveness in proposal management.
Contribute to knowledge-sharing initiatives within the team.
Acquire an understanding of Passport’s full suite of products
Qualifications:
Bachelor's degree in Business, Communications, related field, or equivalent experience.
3 years of experience in proposal writing, business development, or a similar role. SaaS experience; government experience is a plus
Strong project management skills, with the ability to effectively manage multiple tasks and deadlines.
Excellent written and verbal communication skills.
Proficiency in Google Suite and familiarity with proposal management software are pluses.
Detail-oriented, with strong organizational and proofreading skills.
Experience using a content management system, Responsive (formerly RFPIO) experience is a plus
Experience using a Customer Relationship Management (CRM) system, Salesforce experience is a plus
Skills and Competencies:
Attention to Detail: Ensures all proposal documents are accurate and meet quality standards.
Communication: Demonstrates excellent written and verbal communication skills.
Collaboration: Works well with cross-functional teams, showing adaptability and a cooperative approach.
Time Management: Able to handle multiple projects simultaneously and meet deadlines.
Analytical Thinking: Capable of understanding client requirements and translating them into effective proposal strategies.
About Us
Passport is the technology leader in parking compliance and curbside payment solutions. By helping cities integrate paid parking, enforcement operations, and payment infrastructure into one software solution, Passport provides the only platform that connects the complexities of mobility to manage and monetize the curb efficiently. From mobile payments to citation issuance permitting technology, Passport empowers cities of all sizes with better insights to improve parking turnover, expand revenue opportunities, and create better compliance. Passport is trusted by more than 800 clients across North America.
Passport provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, genetic information, marital status, amnesty or status as a covered veteran in accordance with applicable federal, state and local laws.