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Proposal Specialist

Company: MV Transportation
Location: Vacaville
Posted on: November 18, 2021

Job Description:

Production Specialist (Administrative)

We are expanding our high-impact team, and we are looking for motivated individuals who can handle fast-paced project turnarounds to work for one of the nation's largest public transportation contractor. Grit, desire to learn, grace under pressure, commitment to teamwork, and trustworthiness are critical attributes of the selected candidate. The production coordinator serves as administrative support to a team of up to 20 member sales team, each with diverse skill sets and work styles. Most of our team works remotely, so strong communication skills, attention to detail, and responsiveness are critical.
This position is a key member of our production team and has responsibilities related to manual collation and compilation of complex and lengthy professional business proposals. Administrative assistance such as letter writing, creating proposal peripherals, and database management are key parts of the job. This is an on-site position (no telecommuting) based in downtown Vacaville.

Who You Are :
You possess a strong work ethic, attention to detail and accuracy, willingness to learn and grow, unmatched customer service skills; grace under pressure; and superior compliance skills. You get along with your co-workers, enjoy being part of a team while possessing the discipline and drive to work independently.

Job Responsibilities :
Reviews RFP (Request for Proposal) opportunities on bid sites and procurement sources
Requests RFPs from Clients as directed by Sales Lead
Enters potential bid opportunities into Salesforce
Formats all resumes for bids
Creates meeting requests using MS Outlook
Creates client lists from Salesforce into Excel
Creates custom covers, tabs, spines, separator pages
Creates start-up schedule in coordination with the sales lead and capture manager
Creates the bid submittal based on instructions (extensive photocopying, printing, collating, boxing, shipping)
Creates shipping labels and tracks delivery of proposals to clients
Creates materials for sales interviews; coordinates with local print shops
Writes letters on behalf of sales representatives
Prints and sends hard copies of letters as needed
Submits FOIA (Freedom of Information Act) requests
Manages multiple projects while working collaboratively with a large team.
Places calls to general managers to gather data regarding their operations
Updates Salesforce for current contract database information, including references.
Responsible for the weekly shipping report, client lists, Salesforce reporting, and any reports required with the RFPs.
Adheres to the proposed schedule and all internal deadlines, participate in proposal team meetings
Works with the production team to obtain all required content as needed
Schedules all shipments via FedEx or UPS
Assists the team with administrative tasks
Manages inventory of all office and kitchen supplies, binders, paper, ink, etc.
Coordinates printer repairs with our vendor
Ships and manages department hardware (laptops, etc) and creates inventory list of make and models of all equipment in Excel
Reorders sales team business cards as needed
Manages mail and sending to other MV locations daily

Education and Experience Requirements:
BA or BS degree or three (3) year project management support in a high volume, high-stress professional environment
Expert or highly advanced proficiency in Microsoft Teams, Microsoft Office Suite, Adobe Professional, Microsoft 365
Salesforce Experience preferred
Experience in the management of legal documents and forms preferred
The selected individual must be conscientious and integrate constructive feedback seamlessly
Ability to read, write and speak English
Ability to communicate effectively on all levels
Work in a face-paced environment and maintain control and professional composure at all times
High emotional intelligence
Positive attitude, strong work ethic
Unmatched customer service skills
Ability to work independently and follow directions
Must have a professional appearance and demeanor at all times
Must adhere to the local attendance policy

During the course of employment, employees may receive and have access to confidential information. All employees are expected to respect and maintain the confidentiality of non-public customer and business records and any other information that MV classifies as confidential.

MV Transportation is committed to as policy of Equal Employment Opportunity and will not discriminate against an applicant or employee on the basis of race, color, religion, creed, national origin or ancestry, sex, physical or mental disability, veteran or military status, genetic information or any other legally recognized protected basis under federal, state or local laws, regulations or ordinances. The information collected by this application is solely to determine suitability for employment, verify identity and maintain employment statistics on applicants.

Where permissible under applicable state and local law, applicants may be subject to a pre-employment drug test and background check after receiving a conditional offer of employment.

Keywords: MV Transportation, Vacaville , Proposal Specialist, Other , Vacaville, California

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