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Proposal Coordinator

Company: Kearney & Company
Location: Alexandria
Posted on: January 15, 2022

Job Description:

Overview:With a focus on the Government, Kearney & Company provides financial services, including auditing, consulting, and technology services. Our commitment to our employees and clients as well as to dedication and trust, critical values to our Firm, have led to Kearney's recognition as one of the leading accounting firms in the country. Based on our employees' feedback, we are also consistently rated a Best Place to Work. Employment at Kearney means a flexible, collaborative, and open-minded work environment. We hope it is your "first easy decision." Learn more at
COVID Policy: Prospective and/or new Kearney team members will be required to comply with any Federal, State, or local guidance related to COVID-19. This may include being fully vaccinated, unless legally entitled to a Reasonable Accommodation because of a disability (which includes medical conditions) or because of a sincerely held religious belief, practice, or observance. COVID-19 testing prior to visiting an office space may also be required and/or offered as an alternative to proof of vaccination or reasonable accommodation, depending on the current guidance in affect. Client site vaccination requirements, if different or stricter, will take precedence over Kearney's vaccination policy, complying with the mandates currently in effect. Vaccination status must be submitted prior to first day of employment. Prospective or new team members may seek an exemption to the vaccination requirement during the Onboarding process. Exemptions must be approved prior to start date. Additional questions may be directed to the Director of Human Resources ( /703-931-5600.)Responsibilities:The Proposal Coordinator is responsible for all administrative aspects of proposal development, ensuring security and integrity of all proposal documentation. The Proposal Coordinator also supports all phases of proposal development, including coordinating internal flow and review of proposal inputs, and directing production of the final proposal. This person works closely with Proposal Managers, Proposal Writers, Business Development Leads, Contracts Department, and Technical Editors.

  • Responsibilities and duties include (but are not limited to):
    • Creates and maintains proposal support files, including but not limited to color team reviewer matrices, comment logs, past performance information templates, r--sum-- templates, and questions templates
    • Assists proposal management with compliance matrices/outlines to ensure compliance with RFP formatting and structure requirements; updates outlines based on RFP amendments and feedback from technical teams (as necessary)
    • Reviews RFP materials for questions and content requirements
    • In coordination with the Proposal Managers, builds proposal templates, working documents, draft compliance matrices, and proposal outlines based on RFP requirements, ensuring compliance and quality
    • Uses automated tools to generate proposal bursts from compliance matrices
    • Assists with preparing color review documents by consolidating writer inputs into one cohesive review document
    • Reviews RFP for proposal print production guidelines and is responsible for any print production, reproduction, and binding/packaging of final master proposal documentation
    • Coordinates any proposal delivery (e.g., hand delivery, FedEx) as necessary and ensures timely final proposal deliveries
    • Assists with quality assurance checks to ensure proposals meet all RFP compliance requirements
    • Ensures all necessary proposal documentation (solicitation documents, submitted proposal volumes, etc.) are uploaded to the necessary Salesforce opportunity pages
    • Serves as a SpringCM and MS Teams/SharePoint Administrator; establishes proposal file organization and access to ensure proposal documentation security and integrity; creates electronic file structure and archive, coordinating team member access/permissions; and sets up virtual space for documentation development and all working files
    • Maintains all proposal-related templates and process/instructional documentation (e.g., master proposal templates, Style Guide, Proposal Checklist, etc.)
    • Monitors proposal deadlines (both internal and external) to ensure they are met. Communicates deadlines and timing of respective responses/documents throughout the process
    • Attends meetings, take notes as necessary, and tracks assignments
    • Develops a Proposal Information Sheet highlighting proposal requirements in a quick desk reference handout; updates Proposal Information Sheet with requirements included in RFP amendments/Q&A documents
    • Manages/maintains corporate content library (past performance, corporate r--sum--s, boilerplate, customer kudos, etc.) and updates boilerplate content tracker accordingly
    • Consolidates any department-wide proposal efficiencies at the end of each calendar year
    • Searches databases and provides relevant resources to writers to assist in content development as needed
    • Acts as backup Junior Proposal Manager or Proposal Editor in the event of their absence or scheduling conflicts
    • Other duties as directed by the Proposal Managers or Chief Proposal Officer.Qualifications:Qualifications:
      • Bachelor's Degree, preferably in Communications or English, or equivalent with 4 years of professional experience in a proposal related field.
      • 4+ years of experience in proposal-related field
      • Extreme attention to detail; demonstrated organizational skills
      • Ability to manage and prioritize concurrent tasks
      • Ability to work in a fast-paced, dynamic environment
      • Excellent interpersonal, communication, and team-building skills
      • Sound business ethics including the protection of proprietary and confidential information
      • Ability to work with all levels of internal staff, from administrative support to senior executives
      • Excellent problem-solving skills with the ability to analyze situations, identify existing or potential problems, and recommend solutions
      • Superior interpersonal skills including courtesy, professionalism, and a "do whatever it takes attitude"
      • Willingness to work occasional overtime
      • Ability to work effectively under pressure and within stringent deadlines
      • Flexibility to work evenings and weekends as needed during busy periods
      • Expert in MS Word and working knowledge of other MS Office business applications; able to create, utilize, and manage MS Word templates, styles, formatting, and referencing functions
      • Ability to obtain and maintain a U.S. security clearance.
        Preferred/Desired Qualifications:
        • Working knowledge of MS Teams and SharePoint are preferred
        • Working knowledge of Salesforce/SpringCM platform a plus
        • Working knowledge of Adobe Acrobat and Adobe Illustrator is preferred.
          KCO1701#LI-MA1EEO Notice:Applicants have rights under Federal Employment LawsEEO NoticeWork location is subject to change based on client requirements.

          Kearney & Company is an Equal Opportunity Employer and will consider all qualified applicants without regard to race, color, creed, genetic information, religion, national origin, ethnicity, gender; gender identity, sexual orientation, pregnancy, childbirth or related medical condition, age, disability or handicap, servicemember status, relationship or association with a protected veteran, and any other category protected by Federal, state, or local law. Click here to learn more.

          If you would like to request a reasonable accommodation, regarding accessibility of our website, a modification or adjustment of the job application or interview process due to a disability, please call 703-236-2391 or email Please be advised that this contact information is for accommodation requests only and cannot be used to inquire about the status of an application.
          Family and Medical Leave Act (FMLA)
          FMLA is designed to help employees balance their work and family responsibilities by allowing them to take reasonable unpaid leave for certain family and medical reasons. Kearney & Company provides eligible employees with up to 12 weeks of unpaid, job-protected leave per year. Military family leave is available for up to 26 weeks under FMLA. Click here to learn more.
          Employee Polygraph Protection Act (EPPA)
          The EPPA prohibits most private employers from using lie detector tests either for pre-employment screening or during the course of employment. Kearney & Company adheres all provisions of the EPPA. Click here to learn more.

Keywords: Kearney & Company, Alexandria , Proposal Coordinator, Other , Alexandria, Virginia

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