Federal Proposal Coordinator

Vantor • Herndon, VA

4d • $83,000 - $139,000 • Onsite

About The Position

Vantor is forging the new frontier of spatial intelligence, helping decision makers and operators navigate what’s happening now and shape what’s coming next. Vantor is a place for problem solvers, changemakers, and go-getters—where people are working together to help our customers see the world differently, and in doing so, be seen differently. Come be part of a mission, not just a job, where you can: Shape your own future, build the next big thing, and change the world. To be eligible for this position, you must be a U.S. Person, defined as a U.S. citizen, permanent resident, Asylee, or Refugee. Export Control/ITAR: Certain roles may be subject to U.S. export control laws, requiring U.S. person status as defined by 8 U.S.C. 1324b(a)(3). Please review the job details below. This position requires an active U.S. Government Security Clearance at the TS level with willingness to obtain SCI. We’re hiring a Federal Proposal Coordinator to support Vantor’s proposal efforts for federal (civilian, DoD, and Intelligence Community) opportunities. You’ll partner with proposal managers, capture teams, SMEs, technical writers, and graphics to ensure polished, compliant submission packages. This role focuses on document production and compliance, schedule coordination, SharePoint administration, and maintaining reusable content so our proposal teams can deliver winning responses on tight timelines. Owning day-to-day proposal production and coordination so high-quality, solicitation-compliant volumes are delivered on time. Top problems this role will solve Fast, accurate conversion of RFP/Section L instructions into compliant, submission-ready documents Maintaining consistent formatting and production quality across multi-volume responses Keeping distributed teams aligned on deliverables, schedules, and review cycles Work closely with Vantor’s Operations organization and provides the opportunity to regularly interface with internal leadership to align proposal strategies with operational priorities.

Requirements

• BA/BS degree or equivalent experience.
• Active U.S. Government Top Secret (TS) clearance required. Candidates must be willing and eligible to obtain Sensitive Compartmented Information (SCI) access. Applicants who do not currently hold the required Top Secret clearance will not be eligible for consideration.
• 3 years supporting and coordinating federal proposal development (civilian and/or DoD, IC experience a plus).
• 3 years professional experience with M365 Word (styles, TOC, cross-references, multi-level numbering, tables, track changes/compare, pagination, master formatting), Excel, PowerPoint, and Adobe Acrobat for final PDF production.
• Strong attention to detail, quality control mindset, and ability to maintain formatting consistency across multi-volume proposals.
• Excellent organizational and time-management skills; ability to manage multiple concurrent deadlines and priorities.
• Ability to work from Vantor’s Herndon, VA office at least three days per week.

Nice To Haves

• Familiarity with Shipley (or similar) proposal best practices and color-review processes.
• Experience administering SharePoint sites and ensuring effective version control and collaboration.
• Proven ability to solve formatting and document production challenges decisively and under deadline pressure.
• Experience editing text in existing graphics (Adobe Creative Suite skills desirable).
• Experience negotiating production solutions with proposal teams to ensure compliant, competitive responses.
• Experience gathering data for RFIs or supporting capture activities and tracking opportunities on SAM.gov or GSA eBuy.
• Demonstrated ability to work effectively with geographically dispersed, multidisciplinary teams.

Responsibilities

• Manage creation and final production of proposal documents using M365 (Word, Excel, PowerPoint) and Adobe Acrobat — templates, styles, headers/footers, pagination, tables, and final PDF production.
• Analyze RFP instructions and Section L/M to confirm format, font/style, volume organization, pagination, and other compliance requirements for civilian, DoD, and IC solicitations.
• Ensure consistent formatting across volumes — coordinate graphics, tables, callouts, captions, and style elements.
• Support and coordinate color-team review cycles (Pink/Red/Gold or equivalent): assemble drafts, incorporate edits, prepare final files, and manage version control.
• Track assignments, draft progress, reviews, approvals, and action items; escalate schedule or content risks to the Proposal Manager.
• Build and maintain reusable boilerplate (past performance narratives, resumes, management and technical language) and compliance artifacts.
• Create and administer SharePoint sites and document libraries, including folder organization and access permissions.
• Coordinate data calls and collect information from teaming partners and internal SMEs; compile past performance and resume materials as requested.
• Maintain proposal content libraries and recommend process or tool improvements to increase production quality and efficiency.
• Provide hands-on troubleshooting of formatting/production issues and propose decisive solutions to meet submission deadlines.

Benefits

• Vantor offers a competitive total rewards package that goes beyond the standard, including a robust 401(k) with company match, mental health resources, and unique perks like student loan repayment assistance, adoption reimbursement and pet insurance to support all aspects of your life.
• You can find more information on our benefits at: https://www.Vantor.com/careers

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level