Proposal Coordinator (Hybrid-Reston)

ICF • Reston, VA

3d • $60,967 - $103,643 • Hybrid

About The Position

Join the Enterprise Growth Enablement & Proposal (EGEP) Team at ICF! ICF’s EGEP is one team united around one mission: growing ICF. We accomplish this by creating systems that support effective business development (BD) activities, providing best-in-class proposal and BD services, and inspiring our teammates to win. By supporting growth, we further ICF’s mission to create a more prosperous and resilient world. We work side-by-side with experts devoted to energy, environment, and infrastructure, health, education, and social programs, safety and security, and other critical areas that require complex technical solutions from expert teams. We are seeking a Proposal Coordinator (PC) to join ICF’s Enterprise Proposal Center (EPC). In this role, you will play a hands-on part in developing competitive proposals by organizing content, tracking deadlines, managing documents, and keeping teams aligned under tight timelines. This position is well suited for someone who is highly organized, detail-oriented, and thrives in a fast-paced, deadline-driven environment where priorities can shift quickly. Success requires strong attention to detail, proactive communication, and the ability to manage multiple priorities under pressure.

Requirements

• 1+ year of experience in a professional or internship setting.
• Experience with MS 365 (Outlook, Word, Excel, PowerPoint, Copilot).
• Exposure to and use of Generative AI tools, like CoPilot, or ChatGPT

Nice To Haves

• Exposure to proposal development and production, or similar deadline-driven work.
• Familiarity with collaboration-related features of SharePoint and MS Teams.
• Bachelor’s degree; specialization in Communications, English, Journalism, or related field.
• Ability to work in a fast-paced, client-oriented environment
• Strong verbal, interpersonal, and written communication skills
• Ability to work quickly, accurately, and collaboratively to meet deadlines.
• Willingness to work occasional extended hours (evenings/weekends) during peak proposal periods
• Highly responsive with the ability to identify and address high priority tasks

Responsibilities

• Work closely with EPC proposal managers and leadership to support end-to-end proposal development, coordinating content, managing documentation, and helping ensure deadlines and requirements are met
• Communicate clearly with internal teams and external partners, providing updates and helping manage priorities to meet deadlines
• Build and help maintain compliance matrices to ensure all solicitation requirements are identified and addressed
• Develop and help maintain proposal plans and calendars, tracking deadlines and milestones to support on-time proposal submission
• Create annotated proposal outlines using standard templates, ensuring all solicitation requirements and instructions are incorporated
• Gather and tailor resumes and project descriptions using corporate systems and approved templates to meet solicitation requirements
• Track and organize proposal graphics in coordination with writers and designers
• Maintain proposal workspaces in SharePoint and Teams, ensuring version control and organized documentation, including archiving materials and managing templates for reuse
• Support proposal reviews (e.g., color team reviews) by organizing materials and capturing feedback
• Coordinate contributors and support final production to ensure proposals are complete, compliant, and ready for submission (including quality checks and occasional hard-copy production)
• Track action items, coordinate communications, and drive timely follow-up on deliverables
• Use Microsoft 365 and AI-enabled tools (e.g., Copilot) to streamline tasks, organize content, and improve efficiency

Benefits

• ICF is committed to ensuring a fair interview process for all candidates based on their own skills and knowledge. As part of this commitment, the use of artificial intelligence (AI) tools to generate or assist with responses during interviews (whether in-person or virtual) is not permitted. This policy is in place to maintain the integrity and authenticity of the interview process. However, we understand that some candidates may require accommodation that involves the use of AI. If such an accommodation is needed, candidates are instructed to contact us in advance at [email protected]. We are dedicated to providing the necessary support to ensure that all candidates have an equal opportunity to succeed.
• Reasonable Accommodations are available, including, but not limited to, for disabled veterans, individuals with disabilities, and individuals with sincerely held religious beliefs, in all phases of the application and employment process. To request an accommodation, please email [email protected] and we will be happy to assist. All information you provide will be kept confidential and will be used only to the extent required to provide needed reasonable accommodations.
• Read more about workplace discrimination rights or our benefit offerings which are included in the Transparency in (Benefits) Coverage Act.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree