Position Summary: Gaven Industries Inc is seeking an experienced Proposal Specialist who will be responsible for all administrative aspects of the bid and proposal process. This position will collaborate with our Engineering, Operations, Supply Chain, and Project Manager teams to ensure customer requirements are met, and all necessary information is included prior to proposal submission. The successful candidate will have direct experience evaluating specifications and requirements, outlining approaches for execution, determining pricing strategies, gathering internal estimated hours, documenting pricing data from internal and external sources, developing estimating spreadsheets, and completing comprehensive written proposals for Commercial and Government opportunities. This role will collaborate closely with the internal cross functional team external groups, while establishing both strategic and results-based planning and execution.
To be successful, the candidate will need a strong commitment to achieving quality work on scheduled timelines. The ideal candidate will maintain a high level of expertise and professionalism and will be someone who can clearly identify key project requirements and work with Gaven teammates to meet customer expectations.
Job Responsibilities:
Opportunity Vetting & Planning
Evaluate client requests compared to Gaven’s capabilities and strategies to determine the Company’s ability to respond to RFQs/RFPs.
Consider the level of effort necessary to produce a response satisfying the requirements of RFQs/RFPs and communicate expectations (i.e., proposal content, submission timeline, etc.) to the clients and/or Gaven Sales staff.
Identify strategies to respond effectively to accepted RFQs/RFPs – communicate with Engineering, Operations, Project Management and Supply Chain and/or outside consultants, etc.
Analyze bid information including but not limited to statements of work, project/product specifications, construction drawings, performance criteria, contractual terms/conditions, and other client-provided requirements, etc.
Capability of developing a WBS and through review of opportunity requirements, identify challenges, risks, etc. perceived for the RFQ/RFP response and/or future execution. Outline mitigation strategies and review with team and management.
Coordinate and manage proposal planning, development, and submission, while providing and managing deadlines throughout the proposal process.
Conduct Industry Research
Where opportunity requirements are unfamiliar, conduct research to better appreciate expectations and more effectively identify the need for support from other departments and/or outside consultants.
Maintain current knowledge of Gaven’s industry developments through review of professional articles, technical papers, etc.
Maintain current knowledge of Gaven’s evolving capabilities to ensure proposal responses are up to date.
Collaborate with Other Departments & Professionals
Collaborate with the Sales staff to coordinate requirements and expectations with clients – generate professional RFIs, scoping documents, etc. to support these discussions.
Collaborate with other departments, as required, to ensure accurate and professional bids.
Outline work statements for outside consultants, subcontractors, etc. and coordinate their feedback, as required, to ensure accurate and professional bids.
Support the coordination, development, review, and finalization of proposals and related opportunity capture documents.
Create and maintain master proposal calendar.
Schedule proposal meetings and reviews.
Determine Estimated Costs
Develop material BOMs, labor hour approximations, travel projections, equipment usage estimates, etc. to build-out the estimated costs for opportunities with supporting departments.
Use Gaven pricing strategies to calculate proposed price(s) and review with Leadership.
Communicate Solution, Written Proposal
Review, edit, and proofread proposals and other materials to ensure accuracy, clarity, and consistency.
Using Gaven’s approved methods, generate a professional proposal in compliance with bid solicitation requirements.
Use expertise to appreciate the reviewing audience and present the offered solution accordingly.
Manage proposal document production such as printing, binding, shipping, etc.
Maintains archive of proposals following submission.
Knowledge, Skills, Abilities:
Well-rounded understanding of all trade disciplines. Specific experience in steel fabrication, erection a plus (Technically savvy).
Ability to read and properly interpret construction drawings, blueprints, and specifications.
Background working with the FAR and DFARS is a plus.
Knowledge and experience with a Manufacturing labor force
Excellent verbal and written communication skills, capable of conveying information clearly
Ability to manage, organize, and prioritize project assignments to meet competing deadlines.
Strong commitment to achieving quality work with a sense of urgency.
Positive attitude and team player.
Proficient in Microsoft Office Suite, Project knowledge is a plus.
Good mechanical critical thinking skills, and mindfulness
A key characteristic of this role is to have the flexibility to adapt, adjust, effectively communicate, and work to find solutions and drive execution
Existing DoD Security Clearance a plus (not required at time of employment). The position will require that the selected candidate apply for and obtain a DoD Security Clearance (process to be supported by Gaven Security Office).
Ability to travel <5%, pre-bid site visits, scope review meetings, etc.
Must possess a valid driver’s license to support on-site visit with potential Supplier and/or Clients
Education/Experience Requirements:
Bachelor’s degree in engineering, project management, or related proposal or project quoting/estimating or equivalent work experience is preferred.
Minimum of 3-5 years of experience in commercial or government contracts, construction experience a plus.
* Reasonable accommodation may be made to enable individuals to perform the essential functions.
This job description defines the critical job responsibilities and requirements of a job classification in broad terms; it is not meant to be all-inclusive for any one position. Job responsibilities and requirements are subject to change at any time due to business conditions or any other reason.
