[Hiring] Proposal Operations Specialist @Gainwell Technologies LLC

Role Description

The Proposal Operations Specialist is primarily responsible for managing proposal production and operational processes while providing editorial support and work planning assistance on an as-needed basis throughout the pursuit lifecycle. Responsibilities include supporting proposal systems, operational processes, production activities, compliance functions, and submission support associated with Requests for Proposals (RFPs), Requests for Information (RFIs), sole source proposals, and other business development activities as required.

Your role in our mission

• Proposal Operations and Production
  • Maintain and update standard proposal templates, production procedures, style guides, and operational documentation to promote consistency across proposal workflows.
  • Manage the day-to-day relationship with the Gainwell Printing Services Provider and oversee proposal production activities for printed submissions to support timely and accurate proposal delivery.
  • Support implementation and maintenance of AI-enabled tools and technologies to enhance proposal efficiency, quality, and operational effectiveness.
  • Assist leadership with metrics tracking and reporting, process improvement initiatives, and lessons learned activities to support continuous improvement and operational scalability.
  • Perform other duties as assigned.
• Editorial Support Responsibilities (As Needed)
  • Provide editorial, document formatting, and quality assurance support, as needed, to include creating shell files, formatting and maintaining resumes, managing RFP-specific conventions lists, and performing editing, proofreading, and quality reviews to promote consistency, clarity, responsiveness, compliance, and overall proposal quality.
  • Coordinate content updates and document inputs from proposal team members, solution teams, subject matter experts, and contributors while supporting proposal formatting, branding, and template standards.
  • Collaborate with Proposal Team Editors, Proposal Managers, Writers, Graphic Designers, and other pursuit team members to produce compliant, high-quality deliverables.
  • When serving as the primary proposal support resource on RFIs or similar projects, work with the Opportunity Owner or Bid Manager to establish writing, editing, production, and coordination responsibilities.
• Work Planning Support Responsibilities (As Needed)
  • Develop integrated work plans, using Microsoft Project and related planning tools, as needed, including milestones, task dependencies, review cycles, and production timelines.
  • Facilitate work plan reviews and schedule updates with the Solution Lead and lead work planning discussions with Subject Matter Experts (SMEs) as solution development evolves throughout the pursuit lifecycle.
  • Develop and maintain both detailed and executive-level views of Implementation work plan schedules, milestones, and status as requested.
  • Support color team reviews, content development schedules, production planning, and final submission readiness activities through effective work planning and cross-team coordination.

Qualifications

• Minimum of five (5) years of experience supporting proposal operations, proposal production, desktop publishing, proposal editing, project coordination, or related functions.
• Minimum of two (2) years of experience creating and maintaining project schedules, work plans, and pursuit timelines using Microsoft Project or similar planning tools.
• Strong understanding of proposal lifecycle processes, proposal production standards, compliance requirements, and submission best practices.
• Strong editing, proofreading, document quality assurance, and document formatting skills with exceptional attention to detail.
• Experience coordinating electronic proposal submissions and printed document production activities.
• Demonstrated ability to manage multiple priorities and deadlines in a fast-paced, deadline-driven environment.
• Strong organizational, analytical, project coordination, and planning skills.
• Excellent written and verbal communication skills.
• Ability to work collaboratively across cross-functional teams and engage effectively with senior leadership, solution teams, and pursuit stakeholders.
• Strong interpersonal skills including flexibility, professionalism, tact, diplomacy, customer service and team player orientation.
• Experience supporting AI-enabled tools and technologies.

Education and/or Experience Requirements

• Bachelor’s degree in Business, Communications, Marketing, Healthcare Administration, English, Journalism, Project Management, or a related field preferred.
• Equivalent combination of education and relevant proposal operations experience may be considered.
• APMP or PMP certifications are beneficial.

Computer Skills

• Advanced proficiency in Microsoft Office Suite, including Word, Excel, Outlook, PowerPoint, and Teams.
• Advanced proficiency with Adobe Acrobat Professional.
• Two-years of experience using Microsoft Project, including development and maintenance of work plans, schedules, milestones, and task dependencies.
• Experience with content management systems and AI-enabled tools.
• Experience with document formatting and production.

What you should expect in this role

• Fully remote (within the U.S.).
• May require occasional evening and weekend work during active proposal submissions and critical pursuit milestones.
• May require limited travel based on business needs.
• Fast-paced, collaborative, deadline-driven environment supporting strategic growth initiatives.

Benefits

• Generous, flexible vacation policy.
• 401(k) employer match.
• Comprehensive health benefits.
• Educational assistance.
• Leadership and technical development academies to help build your skills and capabilities.