The Grant Writing Support Specialist supports Pivot Forward Properties LLC, Housing Disruption Fund, affiliated entities, and approved external clients by researching funding opportunities and preparing high-quality grant materials. This role supports grant work at the local, foundation, county, state, and federal levels.
The specialist works within Pivot Forward systems and follows the organization’s procedures for grant assignment, document storage, review, approval, and timekeeping. The position is responsible for conducting strong research, writing clearly, organizing documentation, communicating effectively, and managing deadlines. The President of Pivot Forward Properties LLC must review and expressly approve all grant applications, budgets, attachments, and final submission materials before submission.
Key Responsibilities
Grant Research and Opportunity Screening
· Research grant opportunities from local, county, state, federal, corporate, and private foundation funders.
· Identify opportunities that align with the needs of Pivot Forward Properties LLC, Housing Disruption Fund, affiliated entities, and approved clients.
· Review eligibility requirements, eligible expenses, funding priorities, deadlines, match requirements, partnership requirements, reporting obligations, and application instructions.
· Prepare concise opportunity summaries and recommendations for President review before substantive proposal work begins.
· Maintain organized grant pipelines, deadline calendars, funder databases, and opportunity trackers.
· Identify gaps in project readiness, required documentation, partnership needs, and information needed to pursue an opportunity successfully.
Grant Writing and Proposal Development
· Draft and revise grant narratives, statements of need, project descriptions, work plans, goals, objectives, timelines, evaluation plans, and sustainability language.
· Assist with grant budgets and budget narratives using information provided by Pivot leadership, clients, project teams, and subject matter experts.
· Tailor proposal content to funder guidelines, scoring criteria, formatting requirements, and online application portals.
· Gather, organize, and maintain supporting documents, including organizational records, project materials, budgets, letters of support, partner documentation, photos, data, maps, resumes, and required attachments.
· Develop clear, persuasive, accurate, and complete written materials that communicate project impact and funding need.
· Maintain organized draft versions and application records in the designated OneDrive folder for each assignment.
Assignment Management and Workflow
· Review available grant assignments through Pivot’s designated internal platform and select or request assignments that align with skill level, capacity, and organizational need.
· Confirm the grant assignment, scope, deadline, deliverables, and approved hour budget with the President before beginning substantive work.
· Track progress, requirements, questions, missing materials, deadlines, and risks in the appropriate grant tracker.
· Notify the President promptly of eligibility concerns, missing information, budget issues, partnership needs, potential conflicts, or approaching deadlines.
· Contact the President through Pivot email or the designated platform when assigned work is complete and ready for review.
· Complete revisions requested by the President and maintain all final materials in the designated OneDrive folder.
President Review and Submission Control
· Submit all completed grant packages, including narratives, budgets, supporting materials, and application drafts, to the President for review before submission.
· Incorporate requested edits, corrections, and strategic direction before requesting final approval.
· Do not submit, upload, send, or represent any application as final without the President’s explicit approval.
· Support submission logistics, confirmation records, funder follow-up, and post-submission organization as assigned.
· Assist with post-award tracking, reporting calendars, documentation, and compliance support when assigned.
Internal and Client Support
· Support grant development for Pivot Forward Properties LLC, Housing Disruption Fund, affiliated organizations, and approved external clients.
· Communicate professionally with authorized internal team members, clients, partners, and funders using the Pivot Forward email account.
· Help clients and project teams understand information, documents, data, and support materials needed to prepare a strong grant application.
· Maintain clear records of communications, project information, required documents, and grant status for each assignment.
· Support the development and improvement of Pivot grant templates, writing tools, trackers, checklists, and standard operating procedures.
Systems, Timekeeping, and Documentation
· Each specialist will receive a Pivot Forward email address for work-related communication.
· All work-related communications with Pivot, clients, partners, and funders must be conducted through the assigned Pivot email account unless otherwise authorized in writing.
· All grant research, draft materials, final narratives, budgets, attachments, trackers, and supporting documents must be stored in Pivot’s designated OneDrive folders.
· After completing an assigned grant task and notifying the President that work is ready for review, the specialist must enter actual time spent on that grant into ADP.
· ADP time entries must identify the grant, client or internal entity, and a concise description of work performed.
· Payment is made through ADP for approved and documented time worked within the assignment’s approved hour budget.
· Work that exceeds an approved hour budget requires written authorization from the President before additional time is incurred, except for an urgent deadline issue that is reported immediately.
Confidentiality and Work Product
All information accessed, created, or discussed through Pivot Forward Properties LLC is confidential and privileged business information. This includes client information, grant strategies, funding research, project documents, budgets, financial information, organizational records, partner information, beneficiary information, internal communications, and draft or final grant materials.
The Grant Writing Support Specialist may not share, copy, discuss, post, retain for personal use, or disclose confidential information to anyone outside authorized Pivot work without prior written approval from the President. Confidential information may only be used to complete authorized assignments.
All work product created in connection with Pivot Forward Properties LLC or its clients is the property of Pivot Forward Properties LLC or the applicable client. Work product includes grant research, funder lists, grant trackers, draft and final narratives, budgets, attachments, templates, communication records, project notes, submission packages, and all related materials. All work product must be stored in designated Pivot OneDrive folders.
New Client Referral Bonus
The Grant Writing Support Specialist may be eligible for a new-client referral bonus when they personally introduce a new client to Pivot Forward Properties LLC, the client enters into an agreement for services, and Pivot receives the client’s first payment in full.
· The referral must be disclosed to and approved by the President before the client signs an agreement.
· The client must not already be an existing Pivot client, active lead, or prospect already in discussion with Pivot.
· Bonus eligibility and amount are determined by the level and scope of services purchased by the new client.
· Referral bonuses are paid through ADP after the client’s first payment has cleared.
· The President makes the final determination regarding referral eligibility, service tier, and bonus amount.
Performance Expectations
Success in this role includes:
· Producing accurate, funder-aligned, clear, and timely grant materials.
· Following grant instructions, organizational procedures, and President direction.
· Maintaining organized and complete documentation in OneDrive.
· Meeting internal and external deadlines.
· Communicating early about questions, missing information, or barriers to completion.
· Always protecting confidential and client information.
· Entering accurate and timely work records in ADP.
· Supporting Pivot’s reputation for high-quality, ethical, and client-centered grant work.
Qualifications and Strengths
· Strong writing, editing, research, and organization skills.
· Interest or experience in grants, affordable housing, community development, nonprofit work, public funding, or social impact.
· Ability to read and follow detailed funder instructions and application requirements.
· Ability to manage deadlines and multiple assignments with attention to detail.
· Comfortable using Microsoft 365, OneDrive, shared documents, spreadsheets, online grant portals, and email.
· Professional communication skills and the ability to work collaboratively with leadership, clients, partners, and project teams.
· Commitment to confidentiality, accuracy, ethical conduct, and strong client service.
Role Development
This role provides an opportunity to grow from grant-writing support to greater responsibility for research, proposal development, client coordination, and strategic grant planning. Increased responsibility, assignment complexity, and compensation may be considered based on demonstrated quality, reliability, grant-writing skill, and ability to manage work with less supervision.
