Operations Specialist - Proposal Management

Operations Specialist - Proposal Management

NYSTEC is a nonprofit technology consulting company, advising agencies, organizations, institutions, and businesses since 1996. We're independent and vendor-neutral, so we have our clients' best interests at heart. At NYSTEC, we know that we succeed when individuals and teams flourish personally and professionally, so our benefits and perks support that mindset.

As an operations specialist in the Funding Strategy and Operations practice area, you will lead and support the end-to-end development of new business proposals while applying effective project management practices to ensure quality, timeliness, and coordination across stakeholders. In parallel, you will contribute to service delivery operations by supporting initiatives to improve processes, developing documentation, and helping to implement tools and practices that enhance efficiency and consistency. The role also plays a key part in identifying opportunities to improve processes and to implement tools that increase efficiency, consistency, and scalability within the Service Delivery group.

Under general supervision, this position is responsible for a defined set of assignments, including but not limited to facilitating, supporting, and developing proposals; providing technical writing and ad hoc research services; developing and supporting presentations and training materials; providing project management, business analysis, and change management services; and conducting client deliverable reviews. The work requires attention to detail and involves multiple iterative review cycles.

Key responsibilities include:

• Leading and managing the preparation, coordination, and submission of competitive proposals, RFPs, and bid responses in accordance with requirements.
• Ensuring proposal and RFP responses meet requirements technical requirements as well as formatting standards, branding guidelines, and internal quality assurance expectations.
• Developing and maintaining proposal schedules, tracking progress, and proactively managing risks, dependencies, and competing priorities.
• Coordinating cross-functional teams to gather inputs, clarify requirements, and ensure alignment throughout the proposal development life cycle.
• Providing editorial and quality assurance support for proposals, reports, and presentations, ensuring clarity, consistency, and compliance.
• Developing and maintaining reusable content, including resumes, project descriptions, and client relationship management (CRM)/marketing materials.
• Conducting business analysis (current/future state, gap analysis) to support operational improvements.
• Identifying opportunities to improve workflows and contributing to developing and implementing processes, tools, and templates that enhance team efficiency and consistency.
• Creating and maintaining process documentation, workflows, user guides, and training materials; delivering training as needed.
• Developing project plans and collaborating cross-functionally to gather and clarify requirements.
• Producing presentations, status updates, and communications for internal stakeholders.
• Maintaining documentation through structured review cycles and version control practices.

Required qualifications include:

• Experience leading or coordinating competitive proposal responses, including RFPs, RFIs, RFQs, bids, or other formal procurement submissions.
• Ability to assess and recommend solutions and to adapt approaches based on evolving needs.
• Complex problem-solving skills with the ability to use evaluation, judgment, and interpretation to select the right course of action.
• Excellent collaboration and communication skills, with the ability to engage and influence diverse stakeholders.
• Business, technical, and creative writing skills, with excellent attention to detail. Ability to write for different audiences (internal and external) in various styles and formats.
• Understands the sales process and the sense of urgency required to meet client needs and to adapt deliverables as needs change or become more defined.
• Ability to collaborate effectively with project executives, project managers, and subject matter experts to advance the proposal process and to achieve results.
• Experience identifying process gaps and contributing to implementing tools, templates, or workflows that improve efficiency and consistency.
• Ability to manage multiple concurrent projects, prioritize effectively, and meet tight deadlines in a fast-paced environment.
• Proficient in Adobe Acrobat and familiar with Adobe Creative Suite and WordPress.
• Possess excellent computer skills, including experience using Microsoft applications (e.g., Project, PowerPoint, Word, Excel, Outlook, Visio, SharePoint) or equivalent.

Preferred/desired qualifications include:

• Certified project management professional (PMP)
• Experience applying project management, business analysis, and change management methodologies in operational or proposal environments

A bachelor's degree in business administration, management, communications or related field of study and five years of relevant experience is required. An equivalent combination of advanced education, training, and experience will be considered.