Proposal Coordinator

Harmonia Holdings Group, LLC•McLean, VA

1d•Hybrid

About The Position

Harmonia Holdings Group, LLC is looking for a highly organized and detail-oriented Proposal Coordinator with a passion for supporting public sector IT solution services. This person will play a critical role in coordinating and managing proposal submissions across all Business Units to Harmonia’s Federal Government customers. The Proposal Coordinator will ensure seamless collaboration between internal and external stakeholders such as Business Development, Capture, Talent Acquisition, Pricing, Proposal Operations, partners, and Harmonia customers to deliver compelling, accurate, compliant, and timely proposal responses. This role is ideal for someone who thrives in a fast-paced environment and enjoys working at the intersection of technology, partnerships, and government procurement.

Requirements

Bachelor’s degree in Business Administration, Communications, English, or a related field.
3-5 years of experience in proposal coordination, bid management, or contract administration, in a federal IT solution services.
Familiarity with government procurement processes (federal).
Experience managing RFP/RFQ submissions and coordinating cross-functional input.
Strong organizational and project management skills with exceptional attention to detail.
Excellent written and verbal communication abilities.
Proficiency with Microsoft Office, SharePoint, and CRM or proposal management platforms.
Ability to manage multiple deadlines and competing priorities in a fast-paced environment.

Nice To Haves

Shipley trained and certified
APMP Certification
Familiarity with SAM.gov, FedBizOpps (SAM.gov Opportunities), or other public sector procurement platforms.

Responsibilities

Manage the full lifecycle of proposal submissions from intake to final delivery.
Coordinate content from various departments and partners.
Review submissions for accuracy, completeness, and compliance with solicitation requirements (e.g., RFP, RFQ, RFI).
Prepare final proposal packages for submission via electronic portals or email in accordance with agency instructions.
Serve as the central point of contact for proposal inputs from Harmonia partners
Ensure partner content aligns with opportunity requirements and organizational standards.
Track and manage supporting documentation such as certifications, past performance summaries, and pricing exhibits.
Maintain consistent communication with internal Growth, Legal, and Contracts teams to confirm readiness for submission.
Experience in using SharePoint online and managing internet web platforms
Knowledge of Generative AI tools
Ability to develop and communicate best practices for integrating tools into everyday businesses processes
Ability to operate independently and identify intent from broad leadership direction
Ability to work with Microsoft Power Platform, particularly Power BI, Power Apps, and Power Automate
Work with Graphic Designer and software developer as necessary to design, develop and implement user interface, webpages, graphics, applications, and features that address business requirements
Verify that all submissions meet federal procurement compliance standards.
Support internal audits and maintain organized proposal records within document management systems.
Ensure all required representations, certifications, and vendor documents (SAM.gov, FAR/DFARS clauses, etc.) are up to date.
Assist in developing and maintaining standardized templates, checklists, and proposal libraries.
Track submission metrics and identify opportunities to improve efficiency and quality.
Support continuous process improvement efforts within the Proposal Operations team.
Work closely with the Growth, Legal, Contracts, and Operations teams to ensure alignment on deadlines and requirements.
Facilitate internal reviews, gather feedback, and manage revisions to proposal materials.
Coordinate with the Marketing and Partner teams to ensure messaging consistency and brand alignment.
Support the proposal team and VP on content storage, harvesting, knowledge management organizational improvements and working with proposal team to document standard operating procedures, guidelines, resources and tools for consistency and quality in Federal deliverables, including incorporating AI as part of regular proposal development tasks.
Support in establishing capture routines: close-out reviews, after-action reviews, lessons-learned, decision logs, and subject-matter Q&A.
Create concise, reusable summaries and “how-to” guides for core processes and tools.
Build a searchable Knowledge Library with curated landing pages, metadata-driven navigation, and featured/evergreen content.
Conduct Content libraries, content Gap analysis and Strategy, Content Harvesting based on the gap analysis, Content Publishing to ensure accessibility to fresh and approved content, Content Activation to drive content engagement and adoption through diverse channels and various content awareness initiatives, AI adoption, Data-Led Content Curation and Maintenance.
Perform additional tasks as assigned, including support for special projects, partner enablement efforts, and internal process documentation.

Benefits

Traditional and HSA- eligible medical insurance plans w/ Wellness Incentives for employees and family
100% employer-paid dental and vision insurance options
100% employer-sponsored STD, LTD, and life insurance
Veterans Cohort
Gym membership reimbursement
401(k) matching
Dollar-for-dollar 501(c)(3) donation matching
Flexible-schedules and teleworking options
Paid holidays and Flexible Paid Time Off
Adoption Expense Reimbursement
Paid Parental Leave
Professional development and career growth opportunities and paid training days
Employer-sponsored Employee Assistance Program for employee and family
Team and company-wide events, recognition, and appreciation