Project Proposal Coordinator

Summary/Objective

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.

Essential Functions

• Assist in producing proposals, including writing, editing, reproduction, binding, and delivering to ensure that all RFQ/RFP criteria are met
• Extracts and responds to RFQ/RFP required forms
• Ensures materials related to responding to RFQ/RFP or similar documents meet firm consistency and brand standards
• Collaborates closely as needed with others in the IPA Department, Business Development, and other departments in the development of proposal responses
• Maintains an up-to-date content library of prior responses
• Maintains systems to extract, categorize, and retrieve information related to personnel, prior projects, prior submissions, consultants, boilerplate, visuals, etc.
• Identifies and complies 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

Qualifications

• Two (2) years of demonstrated experience, including written communication as it relates to RFQ/RFP responses, grant writing or similar technical writing and/or Bachelors 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 In-Design
• Demonstrated experience managing projects with multiple stakeholders and under tight deadlines
• Demonstrated ability to synthesize data and accurately capture in a persuasive narrative
• Flexibility to adjust hours to meet operational needs

Competencies

• 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

Supervisory Responsibility

This position has no supervisory responsibilities.

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.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bending or standing on a stool as necessary. Occasionally must lift up to 20 pounds.

Position Type/Expected Hours of Work

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.

Travel

This position may require occasional travel.

Required Education and Experience

Two (2) years of demonstrated experience, including written communication as it relates to RFQ/RFP responses, grant writing or similar technical writing and/or Bachelors degree in Business or Communications preferred. Must be proficient with Adobe InDesign.

Additional Eligibility Qualifications

1. Must pass a pre-employment screen, including but not limited to: drug and alcohol screen, background check, motor vehicle records check, and reference check.
2. Current and valid drivers’ license in the state of permanent residence (must be insurable by Jayne’s automobile insurance carrier in order to drive a Jayne’s vehicle).
3. Must be eligible per Fleet Safety Management policy to operate a company vehicle or a personal vehicle for company purposes.

Work Authorization

Jaynes Corporation requires that all employees be legally authorized to work in the United States. Any person employed by Jaynes must complete the federal Employment Eligibility Verification Form (I-9) and will be entered into the federal E-Verify system.

AAP/EEO Statement

All employment decisions at Jaynes are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, sex, national, social or ethnic origin, age, disability, genetics, sexual orientation, or any other status protected by the laws or regulations in the locations where we operate. Jaynes will not tolerate discrimination or harassment based on any of these characteristics.

Benefits

Jaynes Corporation is an employee-owned company and offers an exceptional benefits package. In addition to a competitive base salary, regular full-time employees are eligible for medical, dental, and vision insurance; a health savings account (HSA); dependent care flexible spending account (FSA); company-paid and supplemental life insurance; long term & short term disability insurance; cancer, accident & 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.

Additional wellness benefits include an onsite healthcare clinic for employees and their dependents, a comprehensive employee wellness program that includes 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.

PLEASE NOTE:

Job descriptions are designed and intended only to summarize the essential duties, responsibilities, qualifications and requirements for the purpose of clarifying the general nature and scope of a position’s role as part of the overall organization.

Job descriptions do not list all tasks an employee might be expected to perform, and they do not limit the right of the supervisor to assign additional tasks, or otherwise modify duties to be performed, even if seemingly unrelated to the basic job.