Senior Proposal Desktop Publisher and Editor
- $100,000 per year
- Remote
- Full Time
About the role
Overview
AMERICAN SYSTEMS is looking for an experienced Senior Proposal Desktop Publisher and Editor who is accomplished with editing written content to ensure it is grammatically correct and consistent while not altering its technical accuracy or meaning. As a key member of the Proposal Development Team, you will also work closely with proposal managers, writers, and subject matter experts to produce high-quality final proposal deliverables under minimal supervision. In this role, you will help ensure every proposal is accurate, compliant, easy to evaluate, and delivered on time.
Responsibilities
- Format proposal volumes, resumes, past performance references, compliance matrices, appendices, forms, and attachments using Microsoft Word, Adobe Acrobat, and related production tools, ensuring compliance with RFP requirements and government instructions.
- Create, maintain, and troubleshoot proposal templates, including styles, section numbering, headers, footers, pagination, tables of contents, lists of figures and tables, bookmarks, hyperlinks, cross-references, captions, and other document elements.
- Format and integrate graphics, tables, charts, callout boxes, resumes, matrices, and other visuals to ensure they are professional, readable, and compliant.
- Prepare final electronic files for submission, including compliant PDFs, bookmarks, hyperlinks, file names, volume packaging, forms, attachments, and other submission-ready materials.
- Support hard-copy production when required, including print checks, tabs, binders, labels, packaging, reproduction quality, and delivery coordination for paper copies and CD versions.
- Edit/proofread proposal content for grammar, punctuation, spelling, clarity, consistency, terminology, style, readability, and messaging while preserving technical accuracy.
- Edit and harmonize proposal sections to ensure a consistent “one voice” style, tone, terminology, and messaging across contributions from multiple authors and subject matter experts.
- Read and interpret federal RFPs, amendments, and proposal instructions to identify editing, formatting, production, submission, and compliance requirements.
- Ensure proposal materials follow solicitation instructions, company branding, templates, style guides, and established proposal development processes.
- Verify consistency across proposal volumes, including terminology, acronyms, formatting, fonts, margins, spacing, numbering, headers/footers, exhibit titles, references, and file naming.
- Conduct detailed quality checks to identify formatting errors, compliance issues, missing content, inconsistent messaging, broken links, incorrect references, pagination problems, and production risks.
- Support review teams and final production by preparing review-ready documents.
- Maintain strict version control and ownership of proposal working files, ensuring teams work from current, controlled versions.
- Serve as a final quality gate for proposal deliverables, ensuring packages are accurate, complete, properly formatted, compliant, visually polished, and ready for on-time submission.
- Maintain and improve reusable templates, style guides, checklists, production standards, and desktop publishing best practices to support consistency across future proposals.
Qualifications
- BA or BS degree. 4+ years of experience may be considered in lieu of a degree.
- 10+ years of editing and desktop publishing experience supporting federal DoD proposals.
- Strong understanding of the Shipley methodology, proposal processes, compliance standards, color team reviews, and production requirements.
- Advanced proficiency in Microsoft Word, PowerPoint, Excel, Outlook, SharePoint, and Adobe Acrobat, with demonstrated experience supporting complex proposal formatting, editing, desktop publishing, and final production.
- Experience analyzing solicitation requirements that impact document formatting, page limits, compliance, file preparation, submission instructions, and production deliverables.
- Experience developing, governing, and maintaining enterprise templates, document styles, style guides, proposal standards, reusable content, and production best practices.
- Advanced editing, proofreading, grammar, writing, and quality assurance skills, with the ability to improve clarity, consistency, readability, and style while preserving technical accuracy.
- Ability to maintain quality/consistency across proposal sections, volumes, and concurrent pursuits.
- Excellent attention to detail, organization, and time management, with the ability to manage competing priorities and strict deadlines in a fast-paced proposal environment.
- Proven ability to communicate clearly with management, proposal teams, SMEs, and other stakeholders regarding work in progress, risks, issues, status, and potential challenges.
- Self-directed, proactive, and customer-focused, with the ability to identify issues, recommend solutions, and take ownership of assigned deliverables through completion.
- Collaborative team player who maintains a positive, flexible, and solutions-oriented attitude in a dynamic, deadline-driven environment.
- Experience using AI writing tools, content automation platforms, or other technologies to improve proposal quality, efficiency, consistency, and production workflows.
- Willingness and ability to work evenings or weekends as required to meet proposal deadlines.