Proposal Writer

CLEVER DEVICES LTD - Woodbury, NY (30+ days ago)3.4


The Proposal Writer is responsible for leading and writing a proposal from conception through to submission by determining the proposal layout, gathering, analyzing and formatting information, writing drafts, ensuring compliance with the technical requirements, and seeking the appropriate approval. The Proposal Writer needs to ensure that we comply with all the requirements of the customer’s RFP/RFI, and clearly define the proposed technical solution, deployment, and on-going service approach. The Proposal Writer will support the proposal activity by working with the Account Manager in deriving the proposal concepts and win strategy, leveraging the sales department and other departments as deemed necessary. The Proposal Writer will coordinate and support the proposal review process with the sales, project management and systems engineering organizations. Ultimately, the Proposal Writer is responsible for the entire proposal package from release of the request for proposals to shipment, including preparation, printing, and assembly.

Primary Responsibilities:
Determines the proposal concept by identifying and clarifying opportunities and requirements, studying Requests for Proposal (RFPs), attending bid-board and strategy meetings
Prepares relevant proposal information and leads meetings to advance the proposal as required
Reviews and outlines the proposal to meet the RFP requirements and ensures the proposal clearly addresses the evaluation criteria, special requirements, and complying with all the specifications within the RFP
Develops the proposal by assembling information including project scope, objectives/outcomes/deliverables, implementation, methods, timetable, staffing, budget, standards of performance, and evaluation; writing, revising, and editing drafts including executive summaries, conclusions, and organization credentials
Ensures the proposal clearly defines the proposed technical solution and deployment approach, including the project management approach offered to the customer and identifies any clarifications or exceptions to the customer’s requirements
Meets the proposal deadline by establishing priorities and target dates for information gathering, writing, review, and approval; entering and monitoring tracking data; coordinating requirements with contributors from other departments; contributing proposal status information to review meetings; transmitting proposals
Ensures that all addendums are reviewed and acted upon
Distributes inquiry documents to others involved in the proposal and estimates and coordinates the preparation as required
Manages and delivers all clarification questions to be submitted to the customer. Distribute and socialize the response and ensure the proposal reflects impacts properly
Participates in all aspects of the proposal process including analyzing RFP/RFQ requirements, writing non-technical portions, editing and organization of materials and ensuring compliance with Clever Devices’ corporate standards as well as participating in debriefs
Supports, and participates in, legal department review of the RFP documents, and incorporates any impacts into the proposal document
Collaborates with the assigned pricing analyst to ensure the technical support personnel provide content to complete the pricing effort
Works closing with the pricing analyst to ensure the technical requirements are accurately reflected in the pricing
Participates in pricing discussions and meetings
Assists the Proposal Specialist/Solutions Architect/Installation Manager in reaching out for vendor quotes pertaining to the project and confirming compliance with RFP requirements
Maintains quality results by using templates; following proposal-writing standards including readability, consistency, and tone; maintaining proposal support databases
Performs quality control reviews of proposal documents, prints all required copies, creates electronic copies, and assembles proposal packages
Obtains approvals by reviewing proposal content with key internal stakeholders
Prepares all shipping information and ensures shipment and delivery
Finalizes proposal by evaluating text, graphics, and binding; coordinating printing
Supports post award debriefs with transit agency to learn the strong and weak points of the proposal and address the weaknesses, as deemed necessary, in order to make successive proposals stronger
Stays connected to the industry and seeks out industry and competitor trends, and communicates such trends to management. Updates job knowledge by participating in educational opportunities; maintaining personal networks. Understands new product development as it relates to developing the proposal technical solution
Coordinates and collaborates with Proposal Production Team to improves proposal-writing results by evaluating and re-designing processes, approach, coordination, creates new material for the library, and implements changes. Gathers proposal information by identifying sources of information; coordinating submissions and collections
Obtains feedback from the project deployment/sales organization for “lessons learned” to incorporate in future proposals
Updates the bid library as required
Any other duties as required

Skills Required:
Strong organizational skills
Strong project management skills and ability to meet deadlines in a comprehensive manner; ability to handle multiple tasks and prioritize
Excellent computer skills including working knowledge of Microsoft Office Suite: Word, Project, Visio, Outlook, Excel, PowerPoint, as well as ability to learn new software programs
Ability to identify, analyze, and communicate risks and to develop risk mitigation strategies
Exceptional written, presentation, interpersonal and communications skills
Comfortable presenting to senior management
Ability to understand technical and business concepts
Creative problem solving
Strategic planning, analytical thinking and market research skills
Willingness to work late and work over the weekend on occasion to meet deadlines
Strong understanding of the transit industry and intelligent transit systems used on public transportation is preferred
Post-Secondary education preferable in a technical or business field