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How to hire a proposal specialist

Proposal specialist hiring summary. Here are some key points about hiring proposal specialists in the United States:

  • In the United States, the median cost per hire a proposal specialist is $1,633.
  • It takes between 36 and 42 days to fill the average role in the US.
  • Human Resources use 15% of their expenses on recruitment on average.
  • On average, it takes around 12 weeks for a new proposal specialist to become settled and show total productivity levels at work.

How to hire a proposal specialist, step by step

To hire a proposal specialist, consider the skills and experience you are looking for in a candidate, allocate a budget for the position, and post and promote the job opening to reach potential candidates. Follow these steps to hire a proposal specialist:

Here's a step-by-step proposal specialist hiring guide:

  • Step 1: Identify your hiring needs
  • Step 2: Create an ideal candidate profile
  • Step 3: Make a budget
  • Step 4: Write a proposal specialist job description
  • Step 5: Post your job
  • Step 6: Interview candidates
  • Step 7: Send a job offer and onboard your new proposal specialist
  • Step 8: Go through the hiring process checklist

What does a proposal specialist do?

A proposal specialist is responsible for evaluating business contracts for clients, especially on landing partnerships and long-term projects. Proposal specialists review the contract's effectiveness and accuracy, adhering to the company's internal guidelines and policies. They ensure that the document delivers all the critical information of the company, as well as pricing offers and related terms of service. A proposal specialist also meets with the client to formally discuss contract details and respond to their inquiries, concerns, and requests.

Learn more about the specifics of what a proposal specialist does
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  1. Identify your hiring needs

    Before you start hiring a proposal specialist, identify what type of worker you actually need. Certain positions might call for a full-time employee, while others can be done by a part-time worker or contractor.

    Determine employee vs contractor status
    Is the person you're thinking of hiring a US citizen or green card holder?

    Hiring the perfect proposal specialist also involves considering the ideal background you'd like them to have. Depending on what industry or field they have experience in, they'll bring different skills to the job. It's also important to consider what levels of seniority and education the job requires and what kind of salary such a candidate would likely demand.

    This list presents proposal specialist salaries for various positions.

    Type of Proposal SpecialistDescriptionHourly rate
    Proposal Specialist$21-47
    Business DeveloperA business developer specializes in conducting in-depth business analysis and crafting various strategies that would not just help a business grow, but also strengthen client base and brand awareness. One of their primary responsibilities revolves around identifying areas in need of improvement... Show more$31-75
    Operations InternshipOperations interns learn the management techniques on how to lead and supervise others. Interns usually gain experience by being an unpaid employee in the operational department... Show more$12-20
  2. Create an ideal candidate profile

    Common skills:
    • PowerPoint
    • RFP
    • SharePoint
    • Project Management
    • Subject Matter Experts
    • Business Development
    • Healthcare
    • Proofreading
    • Customer Service
    • RFQ
    • Proposal Management
    • Proposal Content
    • CRM
    • Proposal Responses
    Check all skills
    Responsibilities:
    • Implement Salesforce for division and manage pipeline and post-award contract documentation.
    • Provide editing, proofreading, word processing, graphics, and editing support for the technical volume of the proposal.
    • Employ various means to develop creative documents necessary to communicate the company's ability to perform services request in the RFP.
    • Edit and help develop relevant PowerPoint presentations.
    • Assist in preparation of oral presentations using PowerPoint.
    • Develop proposals and all documentation/justification requirements in response to government RFPs and RFQs and government inquiries for various non-profit companies.
    More proposal specialist duties
  3. Make a budget

    Including a salary range in your proposal specialist job description helps attract top candidates to the position. A proposal specialist salary can be affected by several factors, such as geography, experience, seniority, certifications, and the prestige of the hiring company.

    For example, the average salary for a proposal specialist in Utah may be lower than in Massachusetts, and an entry-level proposal specialist usually earns less than a senior-level proposal specialist. Additionally, a proposal specialist with certifications may command a higher salary, and working for a well-known company or start-up may also impact an employee's pay.

    Average proposal specialist salary

    $66,454yearly

    $31.95 hourly rate

    Entry-level proposal specialist salary
    $44,000 yearly salary
    Updated January 22, 2026

    Average proposal specialist salary by state

    RankStateAvg. salaryHourly rate
    1District of Columbia$86,659$42
    2Massachusetts$82,167$40
    3Ohio$81,194$39
    4New York$80,747$39
    5North Carolina$78,081$38
    6California$76,479$37
    7Virginia$76,358$37
    8New Jersey$75,758$36
    9Illinois$75,166$36
    10Maryland$74,994$36
    11Texas$74,468$36
    12Michigan$74,202$36
    13Delaware$72,268$35
    14Arizona$68,488$33
    15Connecticut$67,826$33
    16Washington$66,539$32
    17Indiana$65,341$31
    18Georgia$64,476$31
    19Minnesota$61,054$29
    20Florida$58,408$28

    Average proposal specialist salary by company

    RankCompanyAverage salaryHourly rateJob openings
    1Ropes & Gray$158,092$76.014
    2McKinsey & Company Inc$131,007$62.98
    3Ameresco$115,266$55.42
    4BNY Mellon$108,720$52.27
    5Baker Hughes$100,735$48.432
    6General Electric$99,309$47.7454
    7Rockwell Automation$94,697$45.53
    8Generac Holdings$93,536$44.973
    9Wells Fargo$93,133$44.785
    10MetLife$92,942$44.68
    11Tufts Health Plan$92,680$44.56
    12Dover$88,216$42.412
    13Abt Associates$87,302$41.97
    14Philips$86,630$41.653
    15Benefitfocus$86,005$41.35
    16Noblis$85,623$41.16
    17Latham & Watkins$84,405$40.582
    18Nuclear Fuel Services$84,014$40.39
    19General Dynamics$83,175$39.9924
    20ABB$82,761$39.7967
  4. Writing a proposal specialist job description

    A good proposal specialist job description should include a few things:

    • Summary of the role
    • List of responsibilities
    • Required skills and experience

    Including a salary range and the first name of the hiring manager is also appreciated by candidates. Here's an example of a proposal specialist job description:

    Proposal specialist job description example

    • Normally a 4-year degree required in English, marketing, journalism, communications, or applicable field is required

    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.

    We offer a comprehensive benefits program, which includes medical, dental, vision and life insurance, our tax-deferred 401 (K) savings plan, and the opportunity to incentive compensation for eligible positions. We are committed to your personal growth and professional development, so we offer tuition reimbursement, access to internal and external training programs and support active participation in professional organizations.

    Gannett Fleming is an Equal Opportunity/Affirmative Action Employer. All qualified candidates will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veterans' status or other characteristics protected by law.

    Gannett Fleming 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 candidates will be given preference.

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

    Location: Phoenix ; Los Angeles ; Irvine

    Core Business Hours: 8:00 AM - 5:00 PM

  5. Post your job

    There are a few common ways to find proposal specialists for your business:

    • Promoting internally or recruiting from your existing workforce.
    • Ask for referrals from friends, family members, and current employees.
    • Attend job fairs at local colleges to meet candidates with the right educational background.
    • Use social media platforms like LinkedIn, Facebook, and Twitter to recruit passive job-seekers.
    Post your job online:
    • Post your proposal specialist job on Zippia to find and recruit proposal specialist candidates who meet your exact specifications.
    • Use field-specific websites.
    • Post a job on free websites.
  6. Interview candidates

    To successfully recruit proposal specialists, your first interview needs to engage with candidates to learn about their interest in the role and experience in the field. You can go into more detail about the company, the role, and the responsibilities during follow-up interviews.

    You should also ask about candidates' unique skills and talents to see if they match the ideal candidate profile you developed earlier. Candidates good enough for the next step can complete the technical interview.

    The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

  7. Send a job offer and onboard your new proposal specialist

    Once you've selected the best proposal specialist candidate for the job, it's time to write an offer letter. In addition to salary, this letter should include details about the benefits and perks you offer the candidate. Ensuring that your offer is competitive is essential, as qualified candidates may be considering other job opportunities. The candidate may wish to negotiate the terms of the offer, and you should be open to discussion. After you reach an agreement, the final step is formalizing the agreement with a contract.

    You should also follow up with applicants who don't get the job with an email letting them know that you've filled the position.

    Once that's done, you can draft an onboarding schedule for the new proposal specialist. Human Resources should complete Employee Action Forms and ensure that onboarding paperwork is completed, including I-9s, benefits enrollment, federal and state tax forms, etc. They should also ensure that new employee files are created for internal recordkeeping.

  8. Go through the hiring process checklist

    • Determine employee type (full-time, part-time, contractor, etc.)
    • Submit a job requisition form to the HR department
    • Define job responsibilities and requirements
    • Establish budget and timeline
    • Determine hiring decision makers for the role
    • Write job description
    • Post job on job boards, company website, etc.
    • Promote the job internally
    • Process applications through applicant tracking system
    • Review resumes and cover letters
    • Shortlist candidates for screening
    • Hold phone/virtual interview screening with first round of candidates
    • Conduct in-person interviews with top candidates from first round
    • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
    • Conduct background checks on top candidates
    • Check references of top candidates
    • Consult with HR and hiring decision makers on job offer specifics
    • Extend offer to top candidate(s)
    • Receive formal job offer acceptance and signed employment contract
    • Inform other candidates that the position has been filled
    • Set and communicate onboarding schedule to new hire(s)
    • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)
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How much does it cost to hire a proposal specialist?

Recruiting proposal specialists involves both the one-time costs of hiring and the ongoing costs of adding a new employee to your team. Your spending during the hiring process will mostly be on things like promoting the job on job boards, reviewing and interviewing candidates, and onboarding the new hire. Ongoing costs will obviously involve the employee's salary, but also may include things like benefits.

Proposal specialists earn a median yearly salary is $66,454 a year in the US. However, if you're looking to find proposal specialists for hire on a contract or per-project basis, hourly rates typically range between $21 and $47.

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