Proposal Writer (Entry-Level)

Job Title: Proposal Writer (Entry-Level) - Language Access (OPI/VRI/Onsite + Testing/Training + Translation)
Department: Marketing
Reports To: Manager, RFP
Work Location: Bellevue, WA (Onsite - Bellevue Office Only)
Schedule: Full-time, 40 hours per week (typically Monday-Friday; occasional flexibility during major submission deadlines)
Employment Type: Regular, Full-Time

Benefits: Time away

Role Summary

The Entry-Level Proposal Writer supports the development of compliant, compelling, and high-quality proposals for language access services, including Over-the-Phone Interpreting (OPI), Video Remote Interpreting (VRI), In-Person (Onsite) Interpreting, document translation, and language testing and training programs.

This role assists with the preparation of responses to Requests for Proposals (RFPs), Requests for Qualifications (RFQs), and Requests for Information (RFIs) by drafting proposal content, coordinating information from subject matter experts, managing proposal documentation, and ensuring all submissions meet client requirements and deadlines.

The ideal candidate is a strong writer with exceptional attention to detail, strong organizational skills, and the ability to leverage technology-including AI-powered tools-to improve efficiency, research, content development, and proposal production while maintaining accuracy and quality.

Key Responsibilities
Proposal Development & Writing

• Draft, edit, and proofread proposal content, including:
  • Executive summaries
  • Company overviews
  • Technical approaches and methodologies
  • Implementation and onboarding plans
  • Staffing plans
  • Quality assurance programs
  • Training and testing methodologies
  • Customer support models
  • Risk mitigation strategies
• Translate technical, operational, and programmatic information from internal subject matter experts into clear, persuasive, and customer-focused proposal responses.
• Tailor proposal content to solicitation requirements, evaluation criteria, and client objectives.
• Highlight measurable service outcomes such as interpreter availability, response times, quality assurance processes, escalation procedures, and performance metrics.

Compliance & Requirements Management

• Review RFP, RFQ, and RFI documents to identify submission requirements, evaluation criteria, and compliance obligations.
• Develop and maintain:
  • Compliance matrices
  • Proposal outlines
  • Response trackers
  • Content checklists
• Monitor solicitation amendments, addenda, and clarifications and ensure all proposal content remains current and compliant.
• Maintain version control throughout the proposal development process.

Content Library & Template Management

• Utilize approved proposal templates and content library resources whenever available.
• Coordinate with internal departments to verify that template content is current, accurate, and aligned with solicitation requirements.
• Request updated information or new content from appropriate stakeholders when existing materials are outdated or incomplete.
• Incorporate approved updates into both proposal responses and the organization's content library for future use.

Internal Collaboration & Project Coordination

• Coordinate proposal inputs and reviews across departments, including:
  • Operations
  • Interpreting Services
  • Translation Services
  • Quality Assurance and Training
  • Scheduling
  • Technology/IT
  • Finance
  • Executive Leadership
• Manage internal deadlines and follow up on assigned deliverables to keep proposal schedules on track.
• Incorporate stakeholder feedback while maintaining consistent messaging, formatting, and proposal quality.
• Assist in monitoring procurement websites and bid portals for current and upcoming opportunities.

Technology & Process Efficiency

• Utilize AI-powered tools and emerging technologies to improve proposal development efficiency, research, content organization, editing, and workflow management.
• Apply sound judgment when using AI-generated content, ensuring all deliverables are accurate, compliant, properly reviewed, and aligned with company standards.
• Identify opportunities to improve proposal processes, content management, and operational efficiency through technology and automation.

Proposal Formatting & Submission Support

• Format proposal documents using Microsoft Word styles, templates, tables, and branding standards.
• Compile and organize required attachments, including:
  • Forms and certifications
  • Resumes and biographies
  • References
  • Past performance documentation
  • Service descriptions
• Convert final documents to PDF and prepare complete submission packages.
• Support electronic proposal submissions through procurement portals and client submission platforms as required.

Required Qualifications

• Bachelor's degree in English, Communications, Journalism, Marketing, Public Administration, Business, or a related field; or equivalent professional writing experience.
• 0-2 years of relevant experience in proposal writing, proposal coordination, technical writing, editing, grant writing, marketing communications, or documentation-heavy roles.
• Strong writing, editing, proofreading, and research skills.
• Exceptional attention to detail and commitment to producing accurate, high-quality work.
• Ability to interpret and follow complex instructions and compliance requirements.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Proficiency in Microsoft Word, including styles, formatting, and document management.
• Working knowledge of Microsoft Excel and Microsoft Office applications.
• Experience leveraging AI-powered tools and emerging technologies to improve productivity, streamline workflows, support research, and enhance content development while maintaining quality and accuracy.

Preferred Qualifications

• Exposure to government, healthcare, education, or commercial RFP/RFQ response processes.
• Familiarity with language access services, including OPI, VRI, onsite interpreting, translation services, interpreter qualification standards, or language training programs.
• Experience with SharePoint, Microsoft Teams, proposal management software, or content management platforms.
• Familiarity with procurement portals and electronic bid submission systems.
• Demonstrated interest in business development, proposal management, or government contracting.
• Familiarity with using coding language e.g. Python in conjunction with AI productivity tools

Work Environment & Expectations

• This is an onsite position based in our Bellevue office. Regular in-office attendance is required.
• Work is primarily computer-based and involves extensive reading, writing, editing, research, and document formatting.
• The role may involve deadline-driven periods requiring flexibility and prioritization while maintaining a standard 40-hour workweek.
• Success in this role requires strong communication skills, collaboration, accountability, and the ability to work independently while managing multiple concurrent projects.

Pay and Compensation

• Base Pay: $27/hour
• Commission: 1% commission on invoiced revenue from the first 12 months (Year 1) of the contract(s) won
• Total Compensation: Expected to reach up to $100,000 annually in total when bids are won successfully (performance-dependent)

Benefits :

We value our employees and are committed to supporting their health, well-being, financial security, and work-life balance. Eligible employees have access to a comprehensive benefits package, including:

• Competitive Paid Time Off (PTO) program
• Paid Sick Leave
• Paid Holidays
• Bereavement Leave
• Jury Duty Leave
• Medical, Dental, and Vision Insurance
• Voluntary Benefits, including supplemental insurance options
• 401(k) Retirement Plan with discretionary company match)
• Opportunities for professional development and career growth

Our benefits are designed to help employees thrive both personally and professionally while supporting a healthy balance between work and life.

Equal Employment Opportunity Statement

We are an equal opportunity employer and consider all qualified applicants without regard to race, color, religion, sex, national origin, age, disability, veteran status, gender identity, sexual orientation, or any other protected status.

Pay Range: $27 per hour