Rail Proposal Coordinator

Role Title: Rail Proposal Coordinator

Manager: VP Rail Development

Manager-once-Removed: EVP Market Development and Innovation

Location: Boston (Hybrid)

Skills 

• Excellent writing and editing skills, with strong attention to detail

• Proficiency in graphic design and document formatting to ensure visually compelling documents

• Strong organizational skills, with the ability to work under tight deadlines and manage multiple deadlines simultaneously

• Ability to review and interpret procurement requirements for compliance and submission guidelines

• Excellent communication and collaboration skills

• Analytical and research skills

Knowledge and Experience 

• Bachelor's or College degree in Marketing, Communications, English, Journalism, Education, Business, Communication, Engineering, Business/Administration, Technical or 3 years of experience in an administrative, or similar role

• Proficiency with Microsoft Office Suite 

• Experience with SharePoint, Adobe Pro, InDesign, Salesforce a plus

• Transit experience a plus

Key Accountabilities

Proposal Writing, Editing, and Graphic Design

• Help to establish and delegate writing assignments and enforce deadlines

• Edit, and proofread proposal content for spelling, usage, typographical, and grammatical errors and to ensure clarity, accuracy, and compliance with both procurement requirements and win strategy

• Format and design proposal documents, including text, images, cover pages, graphics, spines, and overall page layouts, to ensure a professional, visually appealing, and polished final presentation

• Assist with conceptualization of proposal graphics

• Support the writing of non-technical sections, such as cover letters, corporate experience

• Gather resumes and internal project descriptions to assist with the proposal and tailor them specifically to the needs of the procurement materials

• Maintain inventory of proposal supplies (binders, special paper, labels)

• Provide assembly of final proposals for printing, production, shipping for bids as required by calendar and as directed

• Assist with preparing for orals presentations

• Perform other duties as assigned 

Procurement and Proposal Management and Compliance:

• Set up and monitor client accounts, download and distribute procurement materials (preferably using SharePoint) in a timely manner

• Facilitate and maintain communication and information distribution to proposal teams including client correspondence and amendments to ensure compliance and accuracy of bid content

• Analyze procurement materials to organize and create successful proposal outlines / templates driven by MS Word styles, develop and upkeep Action Plans and Responsibility Matrices

• Assist with development of and adherence to win themes

• Collect required documents (financial statements, bonds, forms, etc.) and signatures from appropriate stakeholders to ensure full compliance

• Conduct compliance reviews throughout the procurement process to ensure all requirements are met, and that final proposals align with procurement materials instructions and submission guidelines, including printing and delivery

• Maintain and update Keolis’ interview presentation and proposal response templates

• Perform other duties as assigned 

Additional Statements

Drug and alcohol screening: Employment contingent upon passing pre-employment drug and alcohol screen. Also, contingent upon receiving a favorable background check. Must pass a physical examination.

Safety commitment: Safety is a way of life at Keolis. By placing safety first, we ensure the wellbeing of our employees, customers, and communities. Together we can become the most successful transportation company in the world. 

Environmental commitment: Keolis is committed to protecting the environment by minimizing the impact of operations to our people and the communities in which we operate.

EEO statement: Our policy is to afford Equal Employment Opportunity to qualified individuals regardless of their race, color, sex, religion, age, creed, marital status, national origin, ancestry, physical or mental disability, sexual orientation, or gender identification. We maintain a drug-free workplace and perform pre-employment substance abuse testing.

Disclaimer and closing statement: The above statements are intended to describe the general nature and level of work performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of employees assigned to this job. Keolis is committed to offering our employees competitive compensation and benefits, opportunities for development and growth throughout an exciting and rewarding career, and the safest work environment possible