Job Description
The Proposal Administrator is a key member of the Proposal Department who will work side by side with a diverse and expert cross-functional team. This position is responsible for the coordination and administrative duties in the proposal creation process. The ideal candidate possesses a strong work ethic; attention to detail and accuracy, unmatched customer service skills; grace under pressure; and superior compliance skills.
The position provides administrative support and compliance with ViaPath’s proposal standards. Reports to AVP, Business Development Enablement.
Remote based position in the Dallas, TX area with a requirement to travel and work at the ViaPath office located in Dallas, TX on an as needed basis.
Responsibilities
- Acts as an administrative liaison between proposal department and all other departments
- Responsible for maintaining accurate, up-to-date links and login information for any customer/agency communications including all purchasing and announcement websites
- Maintains awareness of what RFPs are assigned and what are no-bids
- Checking for RFP amendments daily on all active RFPs and distributing them to the appropriate people;
- Processing the RFP Shared inbox - download and distribute as needed;
- Entering no bids in SP RFP List and uploading the RFP info into the FOIA library with proper metadata
- Supports proposal product efforts
- Assist other RFP Department members as needed
- Assist AVP as directed
- Manage multiple projects while working collaboratively with a large team
- Review proposal checklists for accuracy and compliance
- Fills out documents and forms as needed
- Complete and obtain signatures for required forms for all bids
- Liaison between the proposal team and AON insurance representatives on all RFP insurance requirement reviews
- Format resumes create peripherals relating to the printed submission (resumes, binder, covers, tab dividers, attachments, brochures, etc.)
- Adhere to the proposal schedule and all internal deadlines, participate in proposal team meetings and work with your team to obtain all required content
- Create the bid submittal based on instructions (extensive photocopying, printing, collating, boxing, shipping)
- Schedule all shipments via FedEx or UPS
- Assists members of the team with administrative tasks
- All administrative duties as assigned
Qualifications
- Five (5) years administrative support in a high volume, high-stress professional environment
- Must have experience working in a Proposal Department
- Highly advanced proficiency in Microsoft Office Suite, Adobe Professional, Microsoft 365, SharePoint, and high production printers
- Experience with Salesforce is a plus
- Experience working with a content management tool (preferably Qvidian) is preferred
- The selected individual must be conscientious, and integrate constructive feedback seamlessly
- Ability to communicate effectively on all levels
- Work in a face paced environment and maintain control and professional composure at all times
- Ability to meet competing deadlines
- Positive attitude, strong work ethic
- Unmatched customer service skills
- Ability to work independently and follow directions
ViaPath, an innovation leader in correctional technology, education solutions that assist in rehabilitating inmates, and payment services solutions for government. ViaPath leads the fields of correctional technology, education, and government payment services with visionary solutions and customized products that integrate seamlessly to deliver security, financial value, and operational efficiencies while aiding inmate rehabilitation and reducing recidivism rates. ViaPath is an Equal Opportunity Employer and considers qualified applicants for employment without regard to race, color, creed, religion, national origin, sex, sexual orientation, age, disability, veteran status, or any other characteristic protected by law.
