Proposal Coordinator

By Light HQ • McLean, VA

2d • Hybrid

About The Position

By Light Professional IT Services LLC is seeking a Proposal Coordinator to join their proposal team. This junior-level role focuses on desktop publishing (DTP), editing, and production excellence, with significant growth potential in areas like compliance, content development, knowledge management, and automation, leading to a career in Proposal Management. The ideal candidate is highly organized, deadline-driven, and committed to producing professional deliverables. A background in graphics or secondary proposal skills such as AI prompt engineering, knowledge management, or proposal graphics is a plus. This is a hybrid role requiring at least two days per week onsite in McLean, VA or Hanover, MD.

Requirements

• Bachelor’s degree or equivalent relevant experience (including internships or applicable work).
• 0–3 years of experience in proposal support, DTP, marketing production, technical editing, or similar transferable role.
• Strong skills in Microsoft Word formatting and document production.
• Strong editing and attention to detail (grammar, consistency, formatting accuracy).
• Ability to prioritize tasks and perform effectively under deadlines.

Nice To Haves

• Proposal graphics experience (PowerPoint/Adobe/Illustrator/InDesign or equivalent).
• Secondary proposal skill such as: Prompt engineering / AI tool support (e.g., AwardedAI or similar)
• Knowledge management (content libraries, tagging, reuse workflows)
• Advanced production support (PDF optimization, accessibility, portal submission rules)
• Familiarity with government proposal processes (RFP compliance, color reviews, submissions).

Responsibilities

• Provide day-to-day coordination support to active proposals: meeting scheduling, agendas, action item tracking, and status updates.
• Perform desktop publishing and formatting in Microsoft Word: templates, styles, section numbering, headers/footers, TOCs/LOFs/LOTs, and layout consistency.
• Support editing (copyediting and light substantive editing) for clarity, consistency, grammar, and adherence to proposal conventions.
• Assist with file organization, naming conventions, and version control in SharePoint/Teams or designated proposal repository.
• Support review cycles by routing drafts, consolidating comments, maintaining trackers, and helping ensure adjudication closure.
• Coordinate proposal assets: resumes, past performance, management plans, compliance artifacts, forms, and required attachments.
• Support final production: PDF creation, quality checks, file packaging, and upload/submission support.

What This Job Offers

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