Project Proposal Coordinator

About the Role

The Project Proposal Coordinator must be able to prioritize, multi-task, and function effectively as part of a team under multiple deadlines and time constraints while demonstrating a “can do” attitude.

Responsibilities

• Assist in producing proposals, including writing, editing, reproduction, binding, and delivering to ensure that all RFQ/RFP criteria are met.
• Extract and respond to RFQ/RFP required forms.
• Ensure materials related to responding to RFQ/RFP or similar documents meet firm consistency and brand standards.
• Collaborate closely as needed with others in the IPA Department, Business Development, and other departments in the development of proposal responses.
• Maintain an up-to-date content library of prior responses.
• Maintain systems to extract, categorize, and retrieve information related to personnel, prior projects, prior submissions, consultants, boilerplate, visuals, etc.
• Identify and comply with specific response requirements including client-specific submission portal instructions.
• Technical writing of key proposal sections.
• Edit RFP responses for accuracy, grammar, mechanics, and clarity to ensure client requirements are met.
• Work with existing templates and rough draft proposal materials to create professionally formatted RFP layouts.
• Grow in business and technical knowledge of Jaynes operations.

Requirements

• Two (2) years of demonstrated experience, including written communication as it relates to RFQ/RFP responses, grant writing, or similar technical writing, and/or a Bachelor's degree in Business or Communications preferred.
• Proficient with Adobe InDesign.
• Prior experience providing technical writing and editing skills.
• Strong computer skills, including demonstrated proficiency in Microsoft Office Suite and Adobe InDesign.
• Demonstrated experience managing projects with multiple stakeholders and under tight deadlines.
• Demonstrated ability to synthesize data and accurately capture it in a persuasive narrative.
• Flexibility to adjust hours to meet operational needs.
• Must pass a pre-employment screen, including but not limited to: drug and alcohol screen, background check, motor vehicle records check, and reference check.
• Current and valid driver’s license in the state of permanent residence (must be insurable by Jaynes’ automobile insurance carrier to drive a Jaynes vehicle).
• Must be eligible per Fleet Safety Management policy to operate a company vehicle or a personal vehicle for company purposes.
• Must be legally authorized to work in the United States.

Skills

• Ability to execute multiple concurrent high-quality deliverables with rapid deadlines.
• Good judgment.
• Strong interpersonal communication skills.
• Strong analytical and problem-solving skills.
• Able to work harmoniously and effectively with others.
• Able to preserve confidentiality and exercise discretion.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.

The physical demands include largely sedentary work; however, some filing is required, which may involve lifting files, opening filing cabinets, and bending or standing on a stool as necessary. Occasionally must lift up to 20 pounds.

Schedule

This is a full-time non-union position. The scheduled hours are 40 to 50 hours per week, Monday through Friday, but may be extended as required to execute the tasks assigned.

This position may require occasional travel.

Benefits

Jaynes Corporation is an employee-owned company and offers an exceptional benefits package. Regular full-time employees are eligible for:

• Medical, dental, and vision insurance.
• Health savings account (HSA).
• Dependent care flexible spending account (FSA).
• Company-paid and supplemental life insurance.
• Long-term and short-term disability insurance.
• Cancer, accident, and hospital indemnity coverage.
• Retirement planning including 401k and Employee Stock Ownership Plan (ESOP).
• Bonus plan.
• Paid holidays and up to 5 weeks of paid leave.
• Wellness benefits including an onsite healthcare clinic for employees and their dependents, financial incentives, free weekly yoga classes, an employee assistance program (EAP), and a fitness membership reimbursement program.

Regular part-time employees and interns are eligible for limited benefits.