Proposals Administrative Specialist

Job Description

Job Description

Description:

JOB TITLE : Proposals Administrative Specialist

Job Summary : We are seeking a highly motivated and detail-oriented Proposals Administrative Specialist to support and manage the proposal development process from pre-solicitation through final submission. This role is instrumental in ensuring timely, accurate, and compliant responses to customer Requests for Proposal (RFP), Request for Quotation (RFQ), and Requests for Information (RFI), particularly in the aerospace and government contracting sectors. The ideal candidate will have a strong understanding of government procurement requirements and clauses, a high degree of organizational skill, and a proven ability to collaborate cross-functionally in a fast-paced, deadline-driven environment. This role also includes responsibilities related to cost estimation, contract review, vendor quote management, post-award follow-through, and customer communication to ensure smooth contract execution from end to end.

Key Responsibilities :

· Support and manage the end-to-end proposal and quote development process, ensuring timely, accurate, professional, and compliant submissions within defined timeframes.

· Analyze RFIs, RFPs, and RFQs to determine proposal and quote requirements and ensure accurate response to defined customer deliverable requirements.

· Serve as the primary liaison between the Proposals department and other internal departments, as well as vendors and customers, in support of timely and accurate proposal and quote submissions.

· Obtain and evaluate vendor quotes for material costs and delivery timelines; follow up as needed to support accurate pricing.

· Organize and maintain proposal and quote documentation, including internal cost breakdowns, customer specifications, and vendor quotes.

· Coordinate and support the contract review process to ensure final contracts accurately reflect proposal terms.

· Monitor and follow up on vendor performance for critical items; negotiate cost reductions where possible.

· Support internal teams in expediting vendor deliveries and ensuring timely contract execution.

· Communicate proactively with customers regarding contract updates, risks, or changes to ensure satisfaction and timely deliverables.

· Assist with customer invoicing, source inspections, and documentation uploads into government portals such as WAWF when applicable.

· Provide administrative support for post-contract activities, including document tracking, audit prep, and process improvement initiatives.

· Contribute to proposal process improvements and maintain tools such as templates and content libraries.

Required Qualifications :

· 3–5 years of experience in proposal development or contract administration, preferably within the aerospace or defense industry.

· Solid understanding of government procurement processes and FAR/DFARS compliance.

· Bachelor’s degree in Business, English, Communications, or a related field; Master’s degree a plus.

· Exceptional communication skills, both written and verbal.

· High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Adobe Acrobat, and experience with ERP systems.

· Strong attention to detail, organizational skills, and the ability to manage multiple projects under tight deadlines.

· Proven analytical and critical thinking skills; able to evaluate alternative approaches and recommend solutions.

· Ability to obtain and maintain a U.S. Secret Clearance if required.

· Comfortable reporting directly to senior leadership and navigating confidential or sensitive proposal activity.

Why Join U.S Dynamics Corporation?

At U.S Dynamics Corporation, you will be a part of a supportive and innovative environment that fosters growth and values your professional development. We offer competitive compensation, comprehensive benefits, and opportunities for advancement. Join us in shaping the future with your talent and expertise.