Proposal and Capture Specialist

INVID; San Juan (PR); Hybrid; USD 90,000 - 120,000; Full time

Benefits offered by this job

Hybrid work model

Health Insurance

Life Insurance

Christmas Bonus and Performance Bonus

Continued education reimbursement

Retirement Plan (401K)

PTO and Sick Leave

Flexible working hours

Job summary

INVID in the United States is seeking a Proposal and Capture Specialist to manage the full lifecycle of capture and proposal development for State, Local, and Federal (SLG/Federal) IT contracts, plus commercial proposals. You will coordinate schedules, develop compliant content, and ensure submissions meet requirements with input from SMEs and leadership.

You will work with Sales, technical SMEs, and Finance to shape bids, craft win themes, maintain libraries, and deliver on-time, high-quality

Qualifications

• Bachelor's degree or equivalent professional experience.
• 5+ years in proposal roles, ideally government contracting or IT consulting.
• Strong writing, editing, and proofreading with high attention to compliance.
• Knowledge of federal/state procurement processes (RFP/RFQ/RFI).
• Experience with MS Office and Adobe Acrobat under tight deadlines.
• Ability to translate technical input into clear client-focused content.

Responsibilities

• Develop and manage proposal schedules, compliance matrices, and color-team calendars.
• Coordinate inputs from technical, contracts, and pricing teams to keep sections on schedule.
• Draft, edit, and format proposal content and resumes.
• Ensure all content is compliant with solicitation instructions and evaluation criteria.
• Maintain boilerplate and past-performance libraries and support production checks.

Skills

Attention to detail

Time management

Written and verbal communication

Collaborative teamwork

Discretion with sensitive information

Ability to synthesize input

Education

Bachelor's degree in English, Communications, Business, Public Administration, or related field

Tools

Microsoft Word

PowerPoint

Excel

Adobe Acrobat

Job description

Why Join INVID

What sets INVID apart is our collaborative and flexible work environment. We believe great work happens when talented people are empowered to grow, contribute, and support one another. Our hybrid work model provides the flexibility to thrive both in the office and remotely while maintaining a healthy work-life balance. Built on a foundation of trust, respect, autonomy, and accountability, our culture encourages every team member to make an impact and have their voice heard. We are committed to supporting your professional growth through meaningful development opportunities, clear career pathways, and access to industry events and learning experiences.

Join us, where innovation meets support, and we deliver excellence together.

Role Summary:

The Proposal and Capture Specialist supports the full lifecycle of capture and proposal development for State, Local, and Federal (SLG/Federal) government IT contracts, as well as commercial proposals for prospective and existing clients. This role is responsible for coordinating proposal schedules, developing and editing compliant, persuasive proposal content, maintaining boilerplate and past-performance libraries, and ensuring submissions meet solicitation requirements (RFP/RFQ/RFI Sections L and M) and internal quality standards. The role works closely with subject-matter experts and executive leadership to produce on-time, compliant, and competitive submissions.

Duties and Responsibilities

Proposal Management

• Develop and maintain proposal schedules, compliance matrices, and color-team review calendars for each pursuit.
• Track proposal milestones (kickoff, drafts, color reviews, pink/red/gold team, final production) and flag schedule risks to the Operations Director, President, or Business Development Director.
• Coordinate inputs from technical leads, contracts, and pricing/finance to keep proposal sections on schedule.
• Organize and lead proposal kickoff and status meetings; distribute assignments, deadlines, and templates to contributing authors.

Capture Management

• Monitor customers, markets, procurement plans, and competitor activity to identify relevant opportunities.
• Build and shape a qualified procurement pipeline in partnership with sales; assess strategic fit, customer access, likely competition, resources, timing, and probability of success.
• Develop and manage clear bid/no-bid funnel process.
• Lead capture planning from early opportunity identification through proposal kickoff or submission.
• Develop customer and stakeholder maps, engagement plans, win themes, discriminators, and competitive assessments.
• Coordinate solution shaping, pricing strategy, teaming decisions, and risk reviews with relevant leaders.
• Assess partner capabilities, past performance, customer relationships, capacity, compliance, and strategic fit.

Content Development & Writing

• Draft, edit, and format proposal content, including executive summaries, technical narratives, staffing plans, past performance write-ups, and resumes.
• Draft, develop, edit, and coordinate commercial proposals for prospective and existing clients, including scope, proposed solutions and services, pricing information, and supporting documentation, in collaboration with Sales, technical SMEs, and Finance.
• Translate technical and programmatic input from subject-matter experts into clear, compliant, client-focused proposal language.
• Ensure all proposal content is fully compliant with solicitation instructions and evaluation criteria.
• Maintain consistency in tone, formatting, and messaging across multi-author proposal sections.

Compliance, Formatting & Production

• Build and maintain compliance matrices mapping proposal sections to solicitation requirements.
• Format proposal volumes to government submission standards (page limits, fonts, margins, file-naming conventions, portal upload requirements).
• Support desktop publishing, graphics coordination, and final production/quality checks prior to submission.
• Submit proposals through required government portals (e.g., SAM.gov, eBuy, state procurement portals) and confirm receipt.

Knowledge Management & Capture Support

• Maintain and continuously update the proposal content library: boilerplate language, resumes, past performance references, and graphics.
• Support capture activities, including RFI/sources-sought responses, capability statements, teaming agreements, and competitive intelligence gathering.
• Assist with debrief documentation and lessons-learned capture after award decisions to improve future win rates.

Required Qualifications

• Bachelor's degree in English, Communications, Business, Public Administration, or a related field — or equivalent professional experience.
• 5+ years for Proposal Specialist, ideally within government contracting, professional services, or IT consulting.
• Strong writing, editing, and proofreading skills with close attention to detail and compliance.
• Working knowledge of federal and/or state procurement processes and solicitation structures (RFP, RFQ, RFI, IDIQ task orders).
• Proficiency with Microsoft Word, PowerPoint, Excel, and Adobe Acrobat; comfortable working under firm deadlines across multiple concurrent pursuits.
• Ability to synthesize input from technical and non-technical contributors into clear, persuasive written content.

Preferred Qualifications

• Experience supporting proposals under GSA MAS or state/local master agreements and IDIQ vehicles.
• Familiarity with proposal and capture management tools (e.g., GovTribe, and SharePoint).
• Basic desktop publishing or graphic design skills (Adobe Acrobat, or similar) for proposal graphics and layout.
• Formal proposal training.
• APMP Foundation or Practitioner certification.
• Experience supporting marketing/BD collateral — capability statements, case studies, website, and LinkedIn content — in addition to proposal work.

Skills & Competences

• Exceptional attention to detail and commitment to compliance-driven accuracy.
• Strong organizational and time-management skills; able to manage multiple concurrent deadlines.
• Clear, professional written and verbal communication.
• Collaborative and team-oriented, with the ability to work effectively with technical SMEs, executives, and external partners.
• Composure and adaptability during high-pressure, deadline-driven proposal cycles.
• Discretion in handling competitive, proprietary, and source-selection-sensitive information.

Health & Wellness:

At INVID, we believe our people are our greatest asset. That's why we invest in their well-being, career development, and work-life balance through a comprehensive benefits package that includes:

• Hybrid work model
• Health Insurance: Medical, Dental, Pharmacy, and Vision.
• Life Insurance
• Christmas Bonus and Performance Bonus
• Continued education reimbursement
• Retirement Plan (401K)
• PTO and Sick Leave
• Flexible working hours to support work-life balance

See How We're Shaping the Future

Follow us on LinkedIn and YouTube at @invidgroup to stay connected with the latest tech insights, company culture, and career opportunities.

Equal Employment Opportunity (EEO)

INVID is committed to providing equal employment opportunities in accordance with applicable laws and regulations. Employment decisions are based on qualifications, merit, and organizational needs, without discrimination on any legally protected basis.