Open Job Opportunities

Position Overview

Innova Essential is looking for a Proposal Production Coordinator / Document Specialist to support the proposal side of the business. This role is ideal for someone who is highly organized, strong with document formatting and review, and comfortable working within established templates and systems.

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The right person will be detail-driven, visually organized, and able to prepare proposal support materials to a high standard of accuracy and consistency. This role will begin as part-time, with the potential to grow into a larger role or full-time position depending on business needs and fit.

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What This Role Will Focus On

This role supports proposal development by preparing and maintaining the documents that help submissions come together efficiently and professionally.

Examples of the work include:

• Converting staff resumes into company-branded resume formats using established templates

• Updating and formatting project profiles

• Preparing proposal documents using existing templates and past successful proposal bases

• Reviewing documents for spelling, grammar, formatting, consistency, and completeness

• Keeping proposal files, templates, and support materials organized and current

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Core Responsibilities

Proposal Document Production

• Prepare proposal documents using established templates, base proposals, and support files

• Duplicate, update, and organize proposal documents for specific submissions

• Insert and format content such as resumes, project profiles, team pages, and proposal support sections

• Support proposal assembly by ensuring documents are complete, organized, and visually consistent

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Resume and Project Profile Development

• Convert staff resumes into company-formatted resumes

• Update and format project profiles using established structure and branding

• Maintain consistency across document sets so materials feel cohesive and professional

• Help improve proposal support materials over time so they are easier to reuse

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Review and Quality Control

• Proofread documents carefully for spelling, grammar, punctuation, and clarity

• Review for formatting issues, inconsistencies, missing information, and visual errors

• Ensure proposal support materials are ready before final submission

• Follow a high standard of accuracy — errors in proposal materials are not acceptable

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Template and File Management

• Work within established proposal templates and maintain formatting consistency

• Help organize proposal files, content libraries, and reusable support materials

• Maintain document naming conventions and file structure

• Support the ongoing refinement of proposal systems and document processes

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Optional / Secondary Support

Depending on experience and interest, the role may also include:

• Light proposal coordination support

• Light monthly bookkeeping/admin support

• Website support or maintenance tasks

• Other document-based support tied to the business

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This role is best suited to someone who likes order, detail, documents, templates, review, and accuracy.

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Required Qualifications

• Strong proficiency in Microsoft Word

• Strong proficiency in Canva

• Excellent spelling, grammar, proofreading, and editing ability

• Strong attention to detail and commitment to producing accurate, polished work

• Ability to work within templates and maintain formatting and brand consistency

• Strong organizational skills and comfort managing multiple documents, versions, and deadlines

• Comfort using or learning AI tools to support document refinement and drafting

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Preferred Qualifications

• Experience with proposals, tenders, RFQs, or RFPs

• Experience in construction, AEC, professional services, or other deadline-driven document environments

• Experience preparing resumes, project profiles, or proposal support documents

• Familiarity with Adobe Acrobat / PDF tools

• Experience with bookkeeping or light financial admin is an asset, but not required

• Comfortable working independently once trained

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Skills and Traits That Matter Most

• Extremely detail-oriented

• Careful and diligent

• Calm under deadlines

• Strong at improving clarity and consistency in documents

• Comfortable working behind the scenes

• Able to follow systems and improve them over time

• Resourceful when source material is incomplete or inconsistent

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Success in This Role Looks Like

• Proposal support documents are clear, accurate, and consistent

• Resumes and project profiles are prepared properly and easy to use

• Proposal packages require less cleanup from the lead writer

• Document errors are rare

• Templates are used properly and maintained well

• Proposal work moves more smoothly and efficiently overall

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Compensation and Structure

• Part-time to start

• Expected starting range: approximately 10–15 hours per week, depending on workload

• Starting rate: $22-30/hour depending on experience

• Opportunity for growth based on performance, fit, and business needs

• Potential to expand into a larger ongoing role or full-time position over time

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Working Style

• Flexible, part-time support role

• 85% remote work, 15% in collaboration/physical meetup

• Workload may vary depending on proposal cycles and project demand

• Training and guidance will be provided

• The ideal candidate should be comfortable learning systems and then working more independently over time

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How to Apply

Please send to: Innovaessential@gmail.com > with subject line: Application for Proposal Production Coordinator

• A short introduction about yourself and your background

• Your resume

• A brief note on your experience with Word, Canva, proofreading, and document preparation

• If available, 1–2 examples of proposal-related, resume, profile, or similar document work you have helped prepare