Proposal Coordinator

Jobtailor; Germantown (MD); On-site; USD 55,000 - 75,000; Full time

Job summary

Jobtailor in Germantown, MD, seeks an experienced Proposal Production Specialist to manage government proposal documentation from formatting to submission. You'll act as the production lead, leveraging MS Word/Excel and desktop-publishing techniques to produce accurate, ready-to-submit documents under tight deadlines.

Responsibilities include template creation, version-controlled layouts, coordination with designers and vendors, and ensuring timely delivery.

Qualifications

• Advanced knowledge of MS Word and MS Excel.
• MS Project and MS SharePoint knowledge is a plus.
• Detail-oriented with strong prioritization and sense of urgency.
• Reads and follows instructions with minimal errors.
• Strong organizational and written/verbal communication.
• Able to multitask in a deadline-driven environment.
• Proofreading skills and ability to work under pressure.
• Experience with graphics programs is desirable.
• Very dependable with strong customer service skills.
• Able to lift and move items up to 40 pounds.
• Bachelor’s degree or 2 years of document production experience.

Responsibilities

• Manage all aspects of production and formatting of government proposal documentation.
• Use MS Word features, create templates, and format documents as a Desktop Publisher.
• Document production requirements in RFPs and be the central production contact for the proposal team.
• Publish schedules and deadlines with Proposal Management.
• Maintain and customize proposal tools and templates.
• Participate in meetings to gather and communicate layout and production process information.
• Manage text and graphics with version control alongside Graphic Designers.
• Prepare documents for review/final submission (Word, Excel, PDF).
• Communicate with vendors to secure supplies and ensure on-time completion.
• Prepare proposal for book check and assist with process.
• Package and track delivery of proposals.
• Take on additional responsibilities for smaller proposals or presentations (gather baseline documents, complete forms).

Skills

MS Word

MS Excel

Document Production

Proposal Formatting

Attention to Detail

Organizational Skills

Communication

Multitasking

Customer Service

Reading Instructions

Version Control

Education

Bachelor’s degree or 2 years of experience in document production and control, or equivalent in experience

Tools

MS Project

MS SharePoint

Graphics Programs Familiarity

Job description

Job Responsibilities

• Managing all aspects of the production and formatting of government proposal response documentation.
• Uses advanced MS Word features, creates solicitation-specific templates, and formats all response documents as a Desktop Publisher.
• Reviews and documents all production-related requirements within the RFP and serves as the production central point of contact for the entire proposal team.
• Responsible for the publication schedule and establishing production deadlines in tandem with Proposal Management.
• Maintains and customizes proposal tools and templates.
• Proactively participates in meetings and conference calls to gather/communicate information concerning document layout and production process.
• Controls and tracks text and graphics using correct processes, ensuring version control in tandem with the Graphic Designers.
• Prepares documents/proposals for review/final submission (formatting in MS Word, Excel and PDF).
• Communicates with vendors to secure supplies and assure on-time completion of document reproduction.
• Prepares the proposal for book check and assists with the process.
• Packages the proposal for shipment, and tracks delivery if sent by carrier.
• May be required to take on additional responsibilities for smaller proposals or presentations (e.g., gather baseline documents, complete forms).

Requirements

• Advanced knowledge of MS Office applications, specifically MS Word and MS Excel.
• Knowledge of MS Project and MS SharePoint is a plus.
• Strong attention to detail and ability to prioritize are required.
• Sense of urgency, thrives in a deadline-driven environment.
• Ability to read and follow specific instructions producing documents with minimal errors.
• Strong organizational and communication skills (written and verbal) are essential.
• Must be able to multitask.
• Proofreading skills, keen attention to detail, and ability to handle stressful situations are a must.
• Basic familiarity with graphics programs desirable but not necessary.
• Very dependable and exceptional customer service skills.
• Able to lift and move items up to 40 pounds.
• Bachelor’s degree or 2 years of experience in document production and control, or equivalent in experience.

Core Competencies

Demonstrates advanced proficiency in MS Word and MS Excel for document production and formatting, with strong organizational and communication skills to manage proposal documentation effectively. Capable of multitasking in a deadline-driven environment while ensuring attention to detail and version control.

Highest-signal resume keywords

• Advanced MS Word Proficiency
• Document Production Management
• Proposal Formatting
• Strong Attention to Detail
• Organizational Skills

ATS Optimization Keywords

Hard Skills

• MS Word
• MS Excel
• Document Formatting
• Version Control
• Proofreading
• Document Production
• Desktop Publishing
• Graphics Programs Familiarity
• Proposal Tools Customization
• Publication Scheduling

Soft Skills

• Strong Communication Skills
• Attention to Detail
• Ability to Multitask
• Customer Service Skills
• Ability to Handle Stressful Situations

Industry Keywords

• Government Proposals
• RFP
• Proposal Management
• Document Reproduction
• Production Deadlines

Tools & Technologies

• MS Project
• MS SharePoint