Proposal Coordinator

Advanced IT Concepts LLC•Reston, VA

1d•Remote

About The Position

We are seeking a detail-oriented, high-energy Proposal Coordinator to join our Business Development team. You will be the "air traffic controller" for the proposal lifecycle, ensuring every moving part—from technical writing to compliance matrices—lands perfectly and on time. This role is central to our success in the federal DoD marketplace. The ideal candidate understands that a DoD proposal isn't just a document; it’s a high-stakes project requiring meticulous organization, a firm grasp of the FAR/DFARS, and the ability to keep diverse teams focused under tight deadlines. We’re looking for someone who takes ownership, communicates clearly, and enjoys working with smart, driven teams to deliver high-quality proposals under pressure. This role requires someone who can keep multiple moving parts organized, communicate clearly with technical and executive stakeholders, and maintain momentum when proposal timelines accelerate. To be successful, you must be experienced and comfortable with keeping the proposal process moving through chasing inputs, keeping writers accountable, spotting compliance gaps, reminding people about page limits, escalating issues early, and preventing schedule collapse.

Requirements

Bachelor’s degree in English, Communications, Business, or a related field, or equivalent professional experience.
3+ years of experience in federal proposal coordination, specifically supporting DoD contracts.
Expert-level proficiency in Microsoft Word (Styles, Templates, Tables) and Adobe Acrobat Pro.
Solid understanding of the Shipley Proposal Process and familiarity with FAR/DFARS requirements.
Exceptional verbal and written communication skills
Comfort with "herding cats," holding senior personnel and stakeholders accountable to deadlines, and elevating schedule and performance issues to the Sr. Proposal Manager before they become serious.
Ability to obtain (or current possession of) a Secret security clearance is highly preferred.

Responsibilities

Ability to stay organized and maintain a professional, solutions-based attitude during fast-paced proposal cycles and tight deadlines.
Perform continual active RFP/RFQ surveillance, including distribution of Q&As and modifications.
Lead the administrative aspects of the proposal and capture processes, including teaming agreement and data call coordination, kickoff meetings, color team reviews (Pink, Red, Gold), and final production.
Support the deconstruction of RFPs/RFQs to create compliance matrices and proposal outlines that ensure every "shall" statement is addressed.
Take ownership of proposal schedules, proactively tracking actions and following up with contributors to ensure internal milestones are met.
Manage the proposal workspace (SharePoint, Teams, SalesForce, and Preveil), maintaining version control and ensuring security protocols for sensitive data are followed.
Format complex documents to meet strict RFP requirements regarding margins, fonts, and page limits.
Support final production and submissions activities to ensure a compliant, polished proposal package.
Coordinate responses to Evaluation Notices (ENs) and maintain a library of "evergreen" content (past performance, resumes, and corporate capabilities).