Operations Specialist - Proposal Management

Description About Us:

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.

About the Role:

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

• Lead and manage the preparation, coordination and submission of competitive proposals, RFPs, and bid responses in accordance with requirements.
• Ensure proposal and RFP responses meet requirements technical requirements as well as formatting standards, branding guidelines, and internal quality assurance expectations.
• Develop and maintain proposal schedules, track progress, and proactively manage risks, dependencies, and competing priorities.
• Coordinate cross-functional teams to gather inputs, clarify requirements, and ensure alignment throughout the proposal development life cycle.
• Provide editorial and quality assurance support for proposals, reports, and presentations, ensuring clarity, consistency, and compliance.
• Develop and maintain reusable content, including resumes, project descriptions, and client relationship management (CRM)/marketing materials.
• Conduct business analysis (current/future state, gap analysis) to support operational improvements.
• Identify opportunities to improve workflows and contribute to developing and implementing processes, tools, and templates that enhance team efficiency and consistency.
• Create and maintain process documentation, workflows, user guides, and training materials; deliver training as needed.
• Develop project plans and collaborate cross-functionally to gather and clarify requirements.
• Produce presentations, status updates, and communications for internal stakeholders.
• Maintain documentation through structured review cycles and version control practices.

About you:
Required Qualifications

• 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

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

Education and Experience

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

The target base salary for this position is $84,497.00 to $109,846.00 per year. When determining compensation, we analyze and carefully consider several factors, including skill set, experience, location, and job-related qualifications.

It is NYSTEC's policy to provide equal employment opportunity (EEO) to all individuals, regardless of actual or perceived race, color, creed, religion, sex, or gender (including pregnancy, childbirth, and related medical conditions), gender identity or gender expression (including transgender status), age, national origin, ancestry, citizenship status, physical or mental disability, protected medical condition as defined by applicable state or local law, genetic information, military service and veteran status, sexual orientation, marital status, or any other characteristic protected by local, state, or federal laws and ordinances. NYSTEC is strongly committed to this policy and believes in the concept and spirit of the law.

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please contact View email address on click.appcast.io if you require a reasonable accommodation to apply for or to perform this job. Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

Applicants must be authorized to work in the United States without the need for visa sponsorship now or in the future.

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