Proposal Writer/RFP Response Specialist


Hart InterCivic is looking for a Proposal Writer / RFP Response Specialist to join our growing team in Austin, Texas. The Proposal Writer will report directly to the VP of Marketing and will work closely with the Proposal Manager and key stakeholders and input providers across each peer group including Sales, Product Management, Finance, Operations and Engineering. This role plays a critical part in the strategy to drive Hart’s continued and accelerating growth.

The successful candidate will have tremendous opportunity for career development. The company growth strategy is expected to result in an ever-increasing volume of RFP activity, resulting in the possible need to expand this role’s scope to a leadership/management function in the future. Further, due to the cross-functional nature of the role, this person will have direct visibility and access to open roles across the spectrum of company functions.

The Proposal Writer role is divided into two primary functional responsibilities: 1) producing the actual RFP responses in a scalable, high-quality and timely manner 2). Contributing to the maintenance and continual improvement of the processes and tools used for RFP responses.

This is a great opportunity for someone who wants to get their foot in the door of a well-established company with over 100 years of experience in advancing democracy through the elections business and is leading the way in technology innovation and modernization across this industry.


  • Exercise full responsibility for complex public sector proposals and bid preparations, while following internal review and customer requirements to ensure compliance and timely response
  • Prepare initial assessment of the technical, functional, financial or any other unusual risks associated with a proposal
  • Clearly articulate the Scope of Work and Services offered to the customer
  • Cross-functional / virtual team leadership - Coordinate proposal efforts with other departments and individuals within the Company
  • Draft, organize, track, circulate for review and finalize proposals, ensuring all timelines are met
  • Utilize stored “library” content wherever possible and customize as needed to meet individual RFP requirements
  • Coordinate and lead proposal strategy meetings
  • Develop expertise in and be able to promote the company’s products, services and solutions
  • Articulate product solution features and benefits via written communication, with the ability to align the fit of Hart’s products and services to specific customer needs and requirements
  • Follow and contribute to improvements to RFP processes such as:
    • Process workflow and timelines
    • Participant/stakeholder role definition and training
    • Content library
    • Response templates/design
    • Internal communication processes (executive summaries and operational details)
    • Production methodology and efficiency
    • Budget forecasting/spending accuracy
    • Quality/success metrics – definition, data gathering, analysis and reporting
      • Including “closed loop” analysis – lessons learned and how they influence future responses
    • Develop user-friendly, indexed/searchable RFP archive


  • The skill to independently define, schedule, and manage the proposal preparation process, including the ability to understand and analyze the details of an RFP
  • Demonstration of the necessary personality and leadership skills to engage and motivate a diverse group of interdepartmental resources
  • Outstanding communication skills (written and oral); including a strong working knowledge of MS Office Suite
  • Exceptional facilitation and organization skills
  • Highly self-motivated and driven
  • A passion for and/or interest in technology
  • Experience/proficiency with Adobe InDesign CC preferred


  • Bachelor’s degree required
  • 2+ years of proposal response experience
  • 1-3 years of previous successful technology project/process experience preferred
  • Working knowledge and experience with interdepartmental scheduling and communication, preparation of schedules and cost estimates
  • Experience serving the public sector (state & local governments) a strong plus


Email your resume and cover letter with salary requirements to [email protected]. Please put "Proposal Writer / RFP Response Specialist" in the email subject field.

Authorization to work in the US is necessary. No visa sponsorship is available at this time. No third parties.

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