Proposal Coordinator with AIS

ASRC Industrial•Oak Ridge, TN

1d•Hybrid

About The Position

We're looking for a dynamic Proposal Coordinator who's ready to drive the full lifecycle of proposal development in the federal environmental, nuclear, construction, and industrial markets. In this role, you'll keep proposal efforts moving-whether it's a quick-turn task order or a large, complex, multi‑volume submission. You'll ensure everything stays organized, compliant, and on schedule while helping produce polished, compelling proposal packages. You'll collaborate closely with proposal managers, capture managers, SMEs, writers, reviewers, subcontractors, and leadership to deliver timely, accurate, and competitive responses that put our team's best foot forward. This is the ideal opportunity to grow your career along with a growing company! This position is located in one of our corporate offices – Oak Ridge, TN; Tempe, AZ; Albuquerque, NM; or Cincinnati, OH . Remote candidates that are highly qualified will be considered.

Requirements

Bachelor's degree in Business, Communications, English, or related field; equivalent experience may be considered.
Minimum of 5 years of experience in proposal coordination.
Solid understanding of federal RFP structures and compliance requirements.
Exceptional organization skills, project management abilities, and attention to detail.
Strong writing and editing skills.
Advanced proficiency in Microsoft Word and Adobe Acrobat; proficiency in PowerPoint, Excel, Teams, and SharePoint.
Ability to work under tight deadlines and manage multiple simultaneous priorities.
Ability to travel to different corporate office locations to support proposal development.

Nice To Haves

Experience with federal government contracting and federal procurement cycle.
Knowledge of the federal acquisition lifecycle and federal agency portals.
Familiarity with APMP best practices and Shipley-based proposal processes.
Experience using proposal management and collaboration tools.

Responsibilities

Proposal Planning and Coordination
Analyze RFPs/RFQs/RFIs to extract requirements, deadlines, submission instructions, and evaluation factors.
Develop and maintain proposal schedules, calendars, and action items.
Coordinate kickoff meetings, status meetings, color team reviews, solutioning sessions, and other proposal activities.
Track status of all proposal components, ensuring contributors meet deadlines.
Compliance and Content Management
Create and maintain compliance matrices and outlines based on solicitation requirements.
Support writers by preparing annotated outlines, templates, and structured content guides.
Assist with writing proposal sections such as resumes, past performance, management plans, and corporate overviews.
Edit and format content for clarity, consistency, and compliance.
Manage version control, configuration management, and document integrity using SharePoint or designated proposal tools.
Ensure content aligns with solicitation requirements (page limits, font/format requirements, file naming, and organization).
Communication and Collaboration
Serve as the central point of contact for proposal team communications.
Work with SMEs to gather required inputs (technical approach, staffing plans, past performance, resumes).
Coordinate with subcontractors to collect required artifacts: past performance data, pricing inputs, certifications, representations, and teaming documentation (NDAs, TAs).
Support leadership with status reporting and proposal readiness updates.
Quality Assurance and Reviews
Ensure proposals comply with all instructions, evaluation criteria, and submission requirements.
Conduct quality checks for grammar, formatting, and corporate branding.
Support color team reviews by preparing review packages, instructions, comment matrices, and tracking comments/feedback.
Production and Submission
Format and assemble final proposal documents (Word, PDF, Excel, and portal submissions) in accordance with solicitation requirements.
Prepare and validate final submission packages, ensuring compliance with submission portals (e.g., FedConnect, PIEE, GSA, agency ‑ specific portals), email submission rules, or hard ‑ copy packaging requirements.
Coordinate late ‑ stage production tasks, including PDF generation, quality checks, and secure file handling.
Ensure all required forms (SF1449, SF33, reps & certs, pricing schedules, etc.) are completed accurately.
Validate all submission materials prior to delivery to ensure completeness and accuracy.