HMSHost Careers

Proposal Administration Specialist


Job Description

The Proposal Administration Specialist is responsible for coordinating, producing, and packaging top quality
business proposals in response to requests for proposals (RFPs) and other business opportunities; identifying
areas to improve quality and/or reduce cost of proposals; planning and directing all aspects of administrative
support for the Business Development department including supervising administrative staff; and providing
formatting and graphic design support.

Essential Functions:
• Reads RFP documents to interpret “rules” and determine required forms, information, content, format,
etc. for proposal responses
• Collects and organizes forms, information and other documents required for proposal books
• Reviews project team member submissions to ensure they contain all required information
• Coordinates final proofing and packaging of proposal documents and arranges for shipment/delivery
prior to deadline
• Assists Developers in planning for oral presentations (A/V, staging, presentation materials, logistics,
• Organizes and secures RFP/Proposal Library, Photo Library, and Proposal Preparation Room
• Identifies “best practices” and creates “boilerplate” documents and processes to improve quality of
proposal documents
• Ensures administrative staff is effectively utilizing optimal resources
• Monitors administrative staff performance and provides oversight and coaching, as necessary, to
ensure each associate is delivering quality work in a prompt and professional manner
• Provides formatting and layout support for proposal sections, binders, and tabs


Minimum Qualifications, Knowledge, Skills, and Work Environment:
• Requires a Bachelor’s degree or equivalent experience
• Requires 1-3 years of related experience
• Requires strong computer skills including Excel, PowerPoint, Word, Adobe Acrobat, and Adobe
Creative Suite
• Requires ability to work in a challenging and fast-paced environment requiring regular multi-tasking
• Requires excellent organizational skills and ability to be very detail-oriented
• Requires excellent oral, written, and interpersonal skills

Additional Information

To learn more about HMSHost and additional career opportunities, visit Equal Opportunity Employer (EOE) Minority/Female/Disabled/Veteran (M/F/D/V) Drug Free Workplace (DFW)