Proposal Administrator

Job Locations US-VA-Alexandria
Job ID 2020-1123
Regular Full-Time
Union / Non-Union


Diversified Protection Corporation (DPC) is a trusted provided of integrated security solutions for private and public entities. We offer a full spectrum of services from training and risk assessments to armed security officers. As a company with two decades of experience, our clients include the Department of Homeland Security, Federal Protective Services (DHS/FPS); Department of Defense, Pentagon Force Protection Agency (DoD/PFPA), Department of the Army, Department of State, Bureau of Diplomatic Security (DoD/DS) National Aeronautics and Space Administration (NASA), Environmental Protection Agency (EPA), and Department of Energy (DOE) .


Proposal Administrator


The Proposal Administrator is responsible for working with the Proposal Manager and Business Development (BD) team to ensure timely and accurate responses to RFQs.  This entails processing the Request for Proposal (RFP), Request for Quote (RFQ) and Request for Information (RFI), analyzing the request (bid) requirements, deadlines and assisting with specific tasks as instructed by the Proposal Manager. The Proposal Administrator will be responsible for working closely with the PM on all proposal activities (e.g., download solicitation, identify other direct cost items, gathering resumes for key personnel, obtaining equipment cost from logistic dept., etc.) to ensure that bid(s) are submitted per customer requirements.  The Proposal Administrator will assist in all aspects of the proposal process.  There may be other miscellaneous duties, as assigned.


Essential functions


Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.  Those essential function include, but are not limited to:


  • Responsible for the submission of 50-60 proposals per year (RFP/RFQ/RFI) to clients including local, state and federal government agencies,
  • Work with the business development team in providing key research to source and assess new opportunities 
  • Conduct research on competitive and prior contracts
  • Create response text copy and original proposal content including graphics
  • Communicate with recruiting and staffing teams in order to collect resumes, licenses and clearances to accompany proposals
  • Work with existing and past clients to gather past performance references
  • Analyze and outline proposal submission requirements, and create checklists based on submission needs.
  • Manage proposal production including printing, redactions, digital copy creation, and shipping
  • Handle post-submission activities, including scoring assessments
  • Write, proofread, and review submission of proposal and ensure error free documents
  • Daily coordination and organization of submission
  • Track pending submissions and prepared routine win/loss reports
  • Assist with marketing content for websites, social media, email blasts and print media 


  • 2-3 years of experience in proposal administration.
  • Strong Orientation toward Process Management.
  • Quantitatively Skilled with focus on Problem Identification and Solving.
  • Ability to communicate procedures in clear, concise instructional format with focus on operational needs and system abilities and limitations to support operational needs.
  • Engage in Ethical Conduct and Able to Deal with Conflicting Points of View and Interests while being able to deescalate confrontational discussions.
  • Customer/Client Service Focus.

Work Environment

  • This position is expected to work for forty (40) per week with occasional peak fifty (50) hours per week.  
  • This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Use of Microsoft Office at an intermediate level is a perquisite for this position.
  • Must be proficient in the English language.




The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.


  • Sit for prolonged periods of time in front of a computer screen.
  • Able to operate standard office equipment (computer, copier, fax, telephone, etc.).
  • Able to lift up to ten pounds.
  • Able to bend for filing.

Position Type/Expected Hours of Work

  • This is a Full-Time position with a standard work schedule of Monday – Friday 8:00 am – 5:00 pm. The ability to work additional days and hours beyond the standard work schedule is required.
  • The position may require availability on nights, weekends and holidays for projects.
  • Approximately 25% – 30% travel will be required.


  • Background in editing, copywriting or publishing a plus.
  • Proficient in MS Office Suite to include Excel, Word, Outlook, and PowerPoint.
  • 2-3 years of administrative experience or project coordination.
  • Understanding of basic business terminology and practices.
  • Ability to work well within a team environment and must be able to communicate clear instructions and schedules to team members so that proposals can be prepared as efficiently as possible.
  • Superior time management skills and must be comfortable with handling multiple assignments at the same time, prioritizing the assignments and delegating tasks to others.
  • Must be a US Citizen.
  • Security clearance not required but preferred.

Preferred Education, Experience and skills

  • Bachelor’s Degree in Business Administration or a related field of study
  • Understanding of Shipley process a plus.

Additional Qualifications: 

The applicant is required to submit to pre-employment medical exam and drug screening.

The applicant must be able to pass an NLIC / State / Local Background check and Credit check (as applicable).


AAP/EEO Statement 

Diversified Protection Corporation is an equal opportunity employer. We provide equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law.


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