Administrative Specialist (3-5 Month Temp to Perm)

Description

Planned Companies –Temp To Perm Administrative Specialist (3-5 Month Contract) – Job Description

Summary

Schedule: M-F 8:30am-5:00pm

Contract: 3-5 month temporary to permanent role

Pay Rate: $28-29/hr

The Proposal Specialist plays a key role in supporting the business development and sales team by managing the development of high-quality, accurate, and compelling proposals in response to client RFPs and bid requests. This position is responsible for coordinating all aspects of the proposal process—from gathering pricing and scope details to drafting content and ensuring timely submission. The Proposal Specialist works cross-functionally with sales, operations, finance, and legal teams to ensure proposals reflect the company’s capabilities, value proposition, and compliance standards.

Primary Job Responsibilities:

• Manage and coordinate the end-to-end proposal process, including responding to RFPs, RFQs, and RFIs.
• Collaborate with sales executives and subject matter experts to gather critical input on service scope, pricing, staffing models, and operational responsibilities.
• Draft proposal content that clearly outlines services offered, value-adds, differentiators, roles and responsibilities, and company qualifications.
• Format, edit, and assemble proposal documents, ensuring compliance with client specifications and branding guidelines.
• Build pricing templates and cost models in coordination with sales and finance to ensure accurate and competitive pricing submissions.
• Maintain and update standard proposal content, service descriptions, and supporting materials to streamline the proposal process.
• Track proposal progress, timelines, and submission deadlines to ensure timely delivery.
• Conduct post-proposal analysis to capture lessons learned and support continuous improvement in proposal strategy and content.
• Support the development of presentations and supplementary materials for client pitches and finalist meetings.
• Assist with CRM updates and documentation related to proposal activities and outcomes.

Requirements:

• Bachelor’s degree in Business, Marketing, Communications, or a related field.
• 3+ years of experience in proposal coordination, sales operations, or business development support.
• Experience responding to RFPs in a service-based industry such as real estate, facilities management, or staffing is strongly preferred.
• Strong writing, editing, and document formatting skills with an eye for clarity, consistency, and professionalism.
• Advanced proficiency in Microsoft Office Suite, especially Excel and Word; experience with Adobe Acrobat and proposal software is a plus.
• Excellent organizational and time management skills, with the ability to manage multiple projects and deadlines simultaneously.
• Strong interpersonal skills and ability to work collaboratively with cross-functional teams.
• Familiarity with pricing structures, operational scope, and compliance requirements for service contracts is a plus.

“Planned Companies is an equal opportunity employer. Planned Companies does not discriminate on the basis of race, sex, color, religion, age, national origin, marital status, disability, veteran status, genetic information, sexual orientation, gender identity, or any other reason prohibited by law in the provision of employment opportunities and benefits.”