Proposal Production Specialist


Experienced Proposal Production Specialist needed to help respond to growing volume of formal and informal Requests for Quote / Information / Proposal. This person will manage all proposal production pieces, which include:  covers, tabs, collateral, packets, etc.  Exceptional project management skills are required to help keep the growing number of response projects on-track and on-time. Successful candidate will have strong collaborative and interpersonal skills to help navigate the cross-functional landscape of technical subject matter experts, professional services experts, finance experts, sales account owners and other reviewers and input providers. This role works in partnership with other members of the Proposal Response and Marketing teams and reports directly to the Corporate Proposal Manager.

Essential Duties and Responsibilities

  • Thoroughly review terms and requirements of Requests for Proposals once a decision has been made to respond
  • Set up and maintain online proposal folders, planning documents, document templates, and document control
  • Prepare a calendar of RFP response milestones
  • Manage the inventory and supplies as required for each proposal
  • Prepare all forms and attachments required as part of a proposal package
  • Proposal print, assembly, quality control coordination and delivery tracking
  • Maintain proposal-related reports
  • Coordinate, track, and ensure on-time upload, shipping, and/or delivery of proposals
  • Assist in continuously improving proposal process for the department
  • Participate in research/web searches and special projects
  • Monitor websites for new RFPs, updates, and amendments to RFPs in progress
  • Assist with submission and requirements as deemed by each RFP upload
  • Provide administrative support to Corporate Proposal Manager and Proposal Writers ensuring all planning, submitting, and reporting requirements are met
  • Other duties as assigned


  • Must be detail-oriented, self-motivated, and able to gather and distill information from multiple sources
  • Must be organized and able to work with accuracy and efficiency on multiple projects simultaneously
  • Ability to work well with other team members is essential
  • Ability to work in a deadline-driven environment with high attention to detail and compliance is required

Education and/or Experience

  • Education: Bachelor’s Degree, ideally in related field
  • 2-5 Years work experience in same/similar/related functions

How to Apply

Email your resume and cover letter to Hart InterCivic Jobs.

Or, if you prefer, you may fax your resume and cover letter to our HR department at 512.252.6724 or send the information to the following address:

Hart InterCivic
P.O. Box 80649
Austin, Texas 78708-0649
Human Resources Department
Position: Project Manager