Proposal Coordinator

With a career at HMSHost, you really benefit! We offer:

• Health, dental and vision insurance
• Generous paid time off (vacation, flex or sick)
• Holiday pay
• 401(k) retirement plan with company match
• Company paid life insurance
• Tuition reimbursement
• Free parking and onsite fitness center
• Wellbeing Support Program
• Training and exciting career growth opportunities
• Referral program – refer a friend and earn a bonus

Purpose

The purpose of the Proposal Coordinator BDPM is to coordinate all aspects of proposal production, tracking key content and win strategy decisions, editing, proofreading, and compiling documents and summaries, and partnering with the Business Development team to developing winning proposals.

Essential Functions

• Assist proposal project leaders in crafting comprehensive proposals that effectively showcase the organization's capabilities, services, and tailored solutions.
• Collaborate closely with business development professionals and subject matter experts to ensure the accuracy and relevance of proposal content.
• Assist with the compilation and assembly of final proposal materials, which includes tasks such as organizing documents, coordinating outsourced printing, and arranging for shipping and delivery.
• Generate comprehensive call summaries for all proposal-related meetings and discussions.
• Provide expert editing, proofreading, and word processing support to ensure error-free, high-quality technical content in proposals.
• Coordinate feedback from Subject Matter Expert (SME) on content.
• Utilize boilerplate content to create initial proposal drafts.
• Customize and update drafts to align with specific prompts or questions, avoiding mere copying and pasting.
• Collaborate with the proposal lead to finalize the first draft of forms as needed, ensuring completeness and accuracy.
• Efficiently capture and organize information based on departmental taxonomy and workflows.
• Work closely with proposal team to ensure the timely and coordinated submission of proposals.
• Establish, manage, and expand a content repository/library to serve as a valuable resource for proposal responses.
• Organize, categorize, and regularly update content to maintain accuracy and relevance, supporting efficient proposal development.

Reporting relationship

The position reports to the Director, Business Development Program Management

Minimum Qualifications, Knowledge, Skills, and Work Environment

• Education and Experience: The combination of education and professional experience must be 3 years:
• In a technical role: Requires 3 years of experience in roles closely related to proposal creation or business development support; proposal management and coordination function
• A bachelor’s degree in marketing, communications, English, or a program related to the functional area can count for 2 of the 3-year requirement
• In the industry: Hospitality, F&B and/or Retail experience 1-3 years preferred

Specialized Training

• Proficiency with technology including MS Office Suite (Outlook, Word, Excel, PowerPoint, and SharePoint)
• Proficiency in content management and editing

Specialized Skillset/Competencies/Traits

• A keen eye for detail and precision
• Demonstrated ability to collaborate effectively within diverse teams.
• Demonstrated history of understanding the needs of the business, stakeholders, the employee population and individual circumstances
• Demonstrated history of creating and maintaining positive work environments through coaching, developing, and leading teams to achieve common goals

Location

Requires regular/hybrid attendance at the F&B Center of Excellence in Bethesda

Disclaimer

All job requirements are subject to change to reflect the evolving position requirements or to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a threat or risk to the health and safety of themselves or other employees. This job description in no way states or implies that these are the only duties to which will be required in this position. Employees will be required to follow other job-related duties as requested by their supervisor/manager (within guidelines and compliance with Federal and State Laws). Continued employment remains on an "at-will" basis. Hudson and HMSHost are equal opportunity employers and do not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factors.