Position Overview:
As a Proposal Development Specialist, you will be the internal linchpin responsible for managing the logistics, coordination and writing of RFPs (Request for Proposals) from start to finish. You will help organize internal teams, schedule meetings, create timelines, and ensure that all departments are aligned to meet said deadlines. Beyond project management, you will work alongside the creative and strategy teams to help craft compelling, impactful narratives that bring our company offerings and proposals to life and increase our chances of winning new business.
This role is ideal for someone who is highly organized, has a strong ability to manage multiple moving parts, and has a passion for working within a collaborative team environment. If you thrive in a fast-paced setting and enjoy being a key part of the process that leads to success, this is the role for you.
Key Responsibilities:
- RFP Coordination & Project Management:
- Serve as the primary point of contact for all internal teams during the RFP process.
- Develop and manage RFP timelines, ensuring that all internal teams are aligned, and deadlines are met.
- Coordinate and schedule meetings, brainstorming sessions, and check-ins with stakeholders across departments (business development, creative, strategy, media, etc.).
- Maintain a clear overview of project status, ensuring teams stay on track and deliverables are met on time.
- Track the progress of each RFP and report updates to leadership, highlighting potential risks or delays.
- Team Accountability & Cross-Department Collaboration:
- Ensure all team members are aware of their responsibilities and hold them accountable for timely completion of tasks.
- Work closely with creative, strategy, media, and other departments to gather insights, data, and content needed for the proposal.
- Act as a liaison between teams, ensuring smooth communication and collaboration throughout the RFP process.
- Marketing (Creative) & Strategic Support:
- Partner with the marketing and strategy teams to bring the proposal story to life, ensuring the pitch highlights our agency’s unique strengths and aligns with the client’s business needs and goals.
- Help craft compelling narratives and messaging that resonate with prospective clients and showcase USIM’s expertise.
- Assist in the creation and editing of the proposal document, ensuring it is clear, cohesive, and visually engaging.
- Process Improvement & Efficiency:
- Continuously evaluate and optimize the internal RFP process, identifying areas for improvement and implementing best practices.
- Propose strategies to streamline workflows and ensure more efficient collaboration across teams.
Skills & Qualifications:
- 3+ years of experience in project management, preferably in advertising, media, marketing, or a related field.
- Familiarity with the RFP process and/or new business development.
- Proven ability to manage multiple projects simultaneously and under tight deadlines.
- Skills:
- Excellent organizational, time-management, and prioritization skills.
- Strong communication and writing skills with the ability to facilitate collaboration across teams.
- Ability to work effectively in a fast-paced, dynamic environment.
- Strong problem-solving abilities with a keen eye for detail and quality.
- Ability to think critically and creatively, contributing to the development of compelling proposals.
- Software/Tools:
- Proficiency in project management tools (e.g., Asana, Trello, Monday.com).
- Skilled in Microsoft Office Suite (Word, Excel, PowerPoint) and CRM platform (e.g., Hubspot)
- Experience with proposal management software or RFP platforms is a plus.
Why Join USIM?
Dynamic Work Environment: Work on innovative, high-impact projects with a team of talented professionals who are passionate about delivering results.
Growth Opportunities: We are committed to fostering personal and professional growth, offering plenty of opportunities to advance your career.
Collaborative Culture: At USIM, we believe in the power of teamwork and creativity. You’ll work closely with diverse teams and have a direct impact on the agency’s success.
Competitive Benefits: USIM offers a comprehensive benefits package, including health insurance, 401(k), and generous time-off policies, designed to support your well-being.
If you’re an organized, driven, and proactive individual who thrives in a collaborative environment and wants to play a key role in securing new business for a leading agency, we’d love to hear from you!
