Proposal Administration Specialist

Summary:
The Proposal Administration Specialist is responsible for coordinating, producing, and packaging top quality
business proposals in response to requests for proposals (RFPs) and other business opportunities; identifying
areas to improve quality and/or reduce cost of proposals; planning and directing all aspects of administrative
support for the Business Development department including supervising administrative staff; and providing
formatting and graphic design support. 

Essential Functions:
 Reads RFP documents to interpret “rules” and determine required forms, information, content, format,
etc. for proposal responses
 Collects and organizes forms, information and other documents required for proposal books
 Reviews project team member submissions to ensure they contain all required information
 Coordinates final proofing and packaging of proposal documents and arranges for shipment/delivery
prior to deadline
 Assists Developers in planning for oral presentations (A/V, staging, presentation materials, logistics,
etc.)
 Organizes and secures RFP/Proposal Library, Photo Library, and Proposal Preparation Room
 Identifies “best practices” and creates “boilerplate” documents and processes to improve quality of
proposal documents
 Ensures administrative staff is effectively utilizing optimal resources
 Monitors administrative staff performance and provides oversight and coaching, as necessary, to
ensure each associate is delivering quality work in a prompt and professional manner
 Provides formatting and layout support for proposal sections, binders, and tabs

Minimum Qualifications, Knowledge, Skills, and Work Environment:
 Requires a Bachelor’s degree or equivalent experience
 Requires 1-3 years of related experience
 Requires strong computer skills including Excel, PowerPoint, Word, Adobe Acrobat, and Adobe
Creative Suite
 Requires ability to work in a challenging and fast-paced environment requiring regular multi-tasking
 Requires excellent organizational skills and ability to be very detail-oriented
 Requires excellent oral, written, and interpersonal skills

To learn more about HMSHost and additional career opportunities, visit https://www.hmshost.com/.

Equal Opportunity Employer (EOE)
Minority/Female/Disabled/Veteran (M/F/D/V)
Drug Free Workplace (DFW)