Proposal Coordinator

Ondas Sentinel Technologies • Portland, OR

3d • Onsite

About The Position

Ondas Sentinel is hiring a full-time Proposal Coordinator to support federal proposal development and operations across multiple concurrent efforts. The position is intended to be based onsite in Portland, Oregon. The coordinator helps ensure proposal activities are organized, coordinated, accurate, compliant, and delivered on schedule for federal government, defense, and commercial business development opportunities. The role works closely with Proposal and Capture Managers, business development staff, subject matter experts, internal disciplines, and teaming partners throughout the proposal lifecycle.

The successful candidate is highly organized, detail-oriented, professional, resourceful, and comfortable managing multiple contributors and deadlines in a deadline-driven environment. The role includes coordination and administrative support, document formatting and technical editing or writing across proposal volumes, maintaining proposal information and schedules, and supporting quality control and final submissions. A strong command of Microsoft Office—particularly Word, PowerPoint, Excel, SharePoint, and OneNote—is essential.

The position requires approximately 10% travel. No security clearance is required. Candidates must be legally authorized to work in the United States on a full-time basis without current or future employment visa sponsorship. The position may involve work ranging from general office environments to warehouses and other facilities, including harsh, hazardous, extreme, or austere environments. The role involves movement between departments, floors, and worksites. Salary is $90,000–$120,000 annually, with eligibility for an annual bonus.

Requirements

• Minimum of 2–5 years of industry experience directly supporting federal proposal coordination or federal acquisition efforts in proposal coordination, project coordination, document production, business development support, administrative operations, or a related role.
• Strong grasp of compliant solicitation and tender response development and requirements.
• Ability to manage multiple assignees, assignments, and competing deadlines in a fast-paced environment.
• Demonstrated proficiency with Microsoft Word, including advanced formatting, styles, section breaks, headers and footers, tables of contents, cross-references, document layouts, file comparison, and long-document management.
• Demonstrated proficiency with Microsoft PowerPoint for presentation development, slide formatting, visual organization, charts, diagrams, and professionally branded presentation design.
• Demonstrated proficiency with Microsoft Excel for trackers, schedules, status reports, data organization, formulas, sorting, filtering, and spreadsheet formatting.
• Demonstrated proficiency with SharePoint document libraries, file organization, collaboration, version control, and basic site administration.
• Demonstrated proficiency with OneNote for meeting notes, information organization, action-item tracking, and collaborative reference documentation.
• Excellent organizational and time-management skills.
• Strong written communication, proofreading, editing, and quality-check skills, with attention to detail.
• Strong interpersonal and communication skills, including professional interaction across departments and organizational levels and with teaming partners.
• Ability to follow established processes while recognizing when clarification or additional guidance is needed.
• Sound judgment, discretion, and understanding of appropriate handling of sensitive business and proposal information.
• Ability to work under general direction in a fast-paced environment.
• Excellent oral and written communication skills.
• Bachelor’s degree or an equivalent combination of education and experience in Business Administration, Communications, English, Marketing, Project Management, or a related field.
• Legally authorized to work in the United States on a full-time basis without the need for current or future employment visa sponsorship.

Nice To Haves

• Experience supporting Department of Defense (DOD/DOW), aerospace, defense technology, or other regulated-industry proposals.
• Familiarity with government and commercial solicitation or acquisition types, including RFPs, RFQs, RFIs, Sources Sought Notices, BAAs, CSOs, OTAs, and white papers.
• Experience in document editing, professional desktop publishing, long-form technical documentation production, or publication layout of response documents.
• Ability to create compliant proposal graphics, process flows, organizational charts, diagrams, and other visual communication materials.
• Familiarity with APMP, Shipley, PMP, or similar proposal development methodology.
• Experience with Adobe Acrobat PDF editing, document comparison, and file preparation.
• Proficiency with, or willingness to learn, Power BI and other data visualization tools.
• Familiarity with Microsoft Teams, Planner, Project, or other project and collaboration tools.

Responsibilities

• Serve as the primary coordination point between Capture/Proposal and Business Development teams to support compliant proposal development and delivery.
• Support Proposal Managers with kickoff presentations, meeting coordination, note-taking, agendas, schedules, action items, and follow-up activities.
• Maintain proposal calendars, milestone schedules, deliverable trackers, status reports, and other administrative proposal documentation.
• Communicate and track assignments, deadlines, outstanding inputs, review comments, and action items, and proactively follow up with contributors.
• Organize and maintain proposal working files, reference materials, templates, supporting documentation, and content libraries in SharePoint; keep materials current, appropriately labeled, and accessible to authorized users.
• Handle proprietary, sensitive, and controlled information according to company policies, contractual requirements, and applicable security protocols.
• Maintain visibility into proposal workload, upcoming or changing deadlines, resource requirements, production priorities, and operational needs.
• Support the development, formatting, editing, and production of proposal documents, volumes, and supplemental materials.
• Perform quality control by checking document consistency, completeness, version accuracy, and compliance with company proposal standards.
• Assist with preparing and maintaining proposal compliance matrices, requirement trackers, production punch lists, and submission checklists.
• Track solicitation requirements, deliverable instructions, formatting constraints, and proposal-specific obligations; identify missing or conflicting inputs and compliance concerns for Proposal Manager review.
• Identify opportunities to improve proposal team organization and workflows.
• Support final submission preparation, including file organization, document validation, and coordination of submission materials.
• Perform the role onsite and work in person with the program team and lead subject matter experts while coordinating with non-local Proposal and Capture Managers.

Benefits

• Comprehensive healthcare benefits package.
• Dental insurance; base dental benefits are fully covered by the company.
• Vision insurance; base vision benefits are fully covered by the company.
• Life insurance; base life benefits are fully covered by the company.
• Disability insurance; base disability benefits are fully covered by the company.
• Paid time off.
• Paid holidays.
• 401(k) plan with employer match and immediate vesting.
• Eligibility for an annual bonus.
• Accident and other core benefits, fully covered by the company.

What This Job Offers

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