Proposal Development Specialist/Manager

Proposal Development Specialist/Manager

KAI Partners, Inc. (KAIP) is currently seeking a Proposal Development Specialist/Manager who works closely with the Business Development team, leadership, and cross-functional staff to manage and support the end-to-end proposal development lifecycle. This role is responsible for coordinating proposal responses, managing proposal schedules and deliverables, developing compliant and compelling proposal content, and collaborating with subject matter experts to produce high-quality responses to client solicitations. The position supports sourcing events such as RFPs, RFIs, and RFQs, develops proposal strategies and win themes, and ensures alignment between staffing, pricing, and technical approaches. The role also contributes to continuous improvement of proposal processes, maintenance of proposal resources, and tracking of proposal outcomes.

Responsibilities

• Manage proposal development activities from initial solicitation review through final submission using proposal plans, schedules, and compliance matrices.
• Conduct preliminary proposal reviews, evaluate solicitation criteria, and assess organizational suitability to pursue opportunities.
• Develop and coordinate bid plans, schedules, and response strategies across proposal teams.
• Collaborate with internal teams including sales, technical staff, project managers, security, compliance, finance, legal, recruiting, and external partners to gather required inputs
• Participate in proposal strategy sessions to develop key messaging, win themes, differentiators, and executive summaries.
• Write, edit, and format proposal content including technical, functional, and management sections.
• Integrate supporting documentation such as resumes, staffing plans, cover letters, company profiles, and past performance references.
• Evaluate staffing qualifications and availability for proposal submissions and coordinate candidate resume alignment with solicitation requirements.
• Work with finance analysts to support development of pricing strategies and cost sections.
• Coordinate with contract administrators to identify contractual exceptions and compliance considerations.
• Monitor procurement portals and sourcing platforms for bid opportunities, amendments, and submission requirements.
• Maintain proposal schedules and ensure timely completion of all deliverables.
• Develop and maintain a centralized library of boilerplate content, templates, and completed proposal responses.
• Track proposal submissions, contract awards, and win/loss metrics.
• Maintain proposal documentation and ensure compliance with company policies and proposal standards.
• Build and maintain relationships with internal stakeholders, business partners, and government small business advocates.
• Document meeting notes, maintain client contact databases, and track proposal communications.
• Share best practices and recommend process improvements to enhance efficiency and proposal quality.
• Provide guidance and coordination across proposal contributors and support staff when applicable.
• Regularly advise leadership of risks, challenges, and recommendations related to proposal efforts.
• Perform other related duties as assigned.

Skills and Qualifications

• Exceptional written and verbal communication skills with the ability to clearly articulate technical and business concepts.
• Strong organizational and time management skills with the ability to manage multiple proposal efforts simultaneously.
• Ability to collaborate effectively with cross-functional and remote teams.
• Strong attention to detail and ability to ensure compliance with solicitation requirements.
• Ability to develop compelling proposal narratives aligned with client priorities.
• Comfortable working in fast-paced environments with shifting priorities and tight deadlines.
• Ability to exercise independent judgment and discretion.
• Advanced proficiency with Microsoft Office Suite (Word, Excel, PowerPoint) and collaboration tools such as Google Workspace.

Work/Education Experience

• Bachelor's degree in business, information technology, communications, or a related field required.
• 3+ years of experience in proposal development, bid management, or related roles.
• Experience responding to government solicitations (State or Federal) preferred.
• Experience supporting technology consulting or IT services proposals preferred.
• Experience with proposal management tools, compliance matrices, and proposal workflows.
• 3+ years of experience responding to government solicitations under direct and indirect contracting models.

Compensation Range: $85,000 - $120,000 The salary range for this role may vary depending on the specific geographic location where this position is ultimately filled. Several factors, including but not limited to a candidate's experience, education, skills, and certifications, pay equity, and organizational needs, are considered when determining the posted salary range. In addition, eligible roles also qualify for a comprehensive benefits package. Must be able to provide proof of education for all mandatory qualifications; all references will be verified. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin. KAI Partners, Inc. is a Northern California-based small business that offers world-class management consulting and technology services to public and private sector clients on a variety of large-scale projects.