Proposal Writer/Contracts Administrator

This is an excellent opportunity for a talented individual who possesses the skills and experience to write, learn different types of proposals, and participate in our growth initiatives.

Position Overview: This is a hands-on position responsible for the successful preparation of various types of proposals for municipal clients as well as our structural and green departments.

You’ll learn about and take the lead to draft proposals for RFPs, RFQs, SOQs directly related to various jurisdictions both within and outside of California. Proposals are unique and involve following specific directions for compliance and responsiveness.

Responsibilities include, but are not limited to:

• Coordinate with Principals, Project Managers, and the Business Development team to prepare, edit, and finalize client proposals, contracts, and subconsultant agreements.
• Create and update contract templates.
• Manage files using MS File Explorer, Deltek Ajera (ERP), and DocuSign.
• Input contract terms into ERP software and coordinate with Accounting staff on billing terms, contract fees, additional services (ASA), and budgets.
• Set up new projects, phases, and ASA’s in ERP software.
• Review past RFPs and submitted proposals for each relevant business segment, ensuring alignment with our services and jurisdictional requirements.
• Respond to notifications about new RFPs and RFQs from subscriptions or staff for new and existing clients.
• Actively engage with senior executives to learn about their business units and the proposals they respond to, particularly those aligned with growth objectives. Understand VCA’s expansion initiatives to ensure competitiveness.
• Utilize the Proposal Checklist to ensure timely inclusion of all stakeholders and required information to meet deadlines.
• Coordinate with the outside marketing executive to ensure consistency in message and brand management across all entities.
• Maintain an up-to-date library of content, resumes, charts, and relevant accomplishments for proposals.
• Conduct research to develop project descriptions, scope of work, staff details, technical charts, graphs, and calculations for each proposal.
• Edit proposal content, including technical aspects, content, style, value-added information, graphics, and brand management.
• Take responsibility for the Contracts folders, ensuring proactive management of expiration dates and follow-up on extensions or new RFPs.
• Coordinate insurance requirements, including COIs, based on client specifications.
• Obtain business licenses for various cities after contract awards.
• Review and update the existing database of past proposals, resumes of key staff, boilerplate narratives, graphics, and project photos.
• Prepare quarterly reports on the number of proposals written, awarded, declined, etc., including success ratio charts.

Job Requirements:

• Bachelor’s degree in English, Communications, Marketing, Business, Civil Engineering, or a related field.
• 3 to 5 years of experience in writing and managing proposals across multiple industries, including government, engineering/construction, and sustainability consulting services.
• Exceptional ability to collaborate with all stakeholders internally and externally, ensuring a high-quality work product that represents VCA, its services, and staff.
• A portfolio showcasing the various types of proposals or documents you have personally written or drafted.
• Proficiency in software such as Adobe Pro, MS Suite, Bluebeam, and others.
• Excellent communication skills, including the ability to write, edit, and present proposals, as well as strong presentation skills.
• Strong organizational skills, attention to detail, and the ability to meet deadlines.

Job Type: Full-time

Pay: $70,000.00 - $85,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Proposal writing: 3 years (Required)
• Contract management: 3 years (Required)

Work Location: In person

Salary : $70,000 - $85,000