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Assistant Proposal Specialist in Audubon, PA , at Gannett Fleming

Date Posted: 3/11/2018

Job Snapshot

What You Will Do

Company Overview

For more than 100 years, we’ve been a leader in global infrastructure solutions with a focus on planning, design, technology, and construction management services for a diverse array of markets and disciplines. Across more than 60 offices, 2,000+ highly qualified professionals are united in an unyielding commitment to deliver excellence to every client and every project, every day.

Excellence Delivered As Promised. It’s more than a slogan. It’s our standard. It’s the expectation we place upon ourselves as individuals and as a company. It represents our commitment to our valued clients, industry partners, and employees. It’s our earnest pledge to do what we say. It’s the core of who we are as a firm and the foundation upon which all of our relationships and projects are built.

What You Will Do

As Gannett Fleming continues to expand, we are seeking a motivated Assistant Proposal Coordinator to join our team to support proposals for our Transit & Rail Global Business Line. 

The Assistant Proposal Coordinator performs the following functions: researching, compiling, organizing, writing, and editing text and graphic content; and maintaining selected marketing databases. The Assistant Proposal Coordinator should possess knowledge and understanding of business writing/editing/formatting procedures; demonstrate excellent inter-personal and communication skills; work well as part of a team; and be driven to succeed by delivering quality and timely support to others. Required skills include: task management, time management, multi-tasking, collaboration, and resourcefulness.

This position will be based in Valley Forge, PA.


  • Organize and coordinate all activities involved in the document preparation of Statements of Interests (SOI), Requests for Qualifications (RFQ), and Requests for Proposals (RFP) to clients, including Proposals, Qualifications Packages, and Government Standard Forms
  • Perform assessment of SOQ and RFP requirements
  • Schedule and participate in proposal meetings to facilitate discussions and identify client issues/team solutions/benefits to the client
  • Perform subconsultant data collection and organization tasks for proposals, including contacting subconsultants, outlining requirements, and organizing and distributing information
  • Edit and proofread documents for grammar and clarity to ensure client requirements are met
  • Facilitate proposal reviews and ensure completion of interim milestone objectives
  • Coordinate with all production personnel including project managers, technical staff, graphic artists, and reprographics personnel via face-to-face communication as well as via phone and email
  • Perform self-check of work products and coordinate independent quality control review in accordance with firm’s quality procedures


Minimum Qualifications

  • Must handle multiple work assignments concurrently, adhere to strict deadlines, and be accountable for work performed
  • Set and adhere to strict production schedules and be able to adapt to changes
  • Must have good communication skills (written and verbal), be organized, detail-oriented, and proactive on assignments
  • Ability to write well, to communicate key information and persuade the audience
  • Good grammar skills to understand written requirements and edit written material
  • Must possess excellent interpersonal skills and be a self-starter
  • Organization skills and the ability to take direction well are imperative
  • Commitment to accuracy, consistency, and quality
  • Must have the ability to recognize the need to work overtime, and to do so on an as-needed basis
  • Must be able to occasionally travel for training and team meetings
  • Must be proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and Adobe Acrobat 
  • Experience with Adobe In-Design, graphic layout software and graphic design skills a plus

Preferred Qualifications

  • Bachelor’s Degree in Business, Marketing, Communications, or English
  • 1-2 years of experience in the Architecture, Engineering, and/or Transit and Rail industry

Life at Gannett Fleming

At Gannett Fleming, we believe in improving the lives of the people we serve. We believe in innovation and social responsibility. We believe in the diversity of our team and the creative solutions they provide. We believe in embracing change and emerging technologies while maintaining an unmatched standard of quality. We believe in creating an environment where employees can thrive at home and at work. We believe in engaging our employees, building lasting relationships with our clients, and, in turn, making a difference in the world.

Gannett Fleming is an Equal Opportunity Affirmative Action Employer, including veterans and disability status. Gannett Fleming Inc. will not sponsor an employment visa (e.g., H-1B visa), including any visa renewal during employment, for any candidate for this position. No relocation assistance will be provided for this position. Local residents will be given preference.

NO AGENCIES PLEASE: Unsolicited resumes from third party agencies will not be accepted.

Location: Valley Forge, PA
Working Hours: 8 AM – 5 PM
Employment Status: Full-Time
Internal Requisition ID: 2018-4709