Proposal Coordinator

Galois, Inc. • Portland, OR

6h • Hybrid

About The Position

We are seeking a highly organized and detail-oriented Proposal Coordinator to lead the end-to-end coordination of proposals across government, federal, and commercial opportunities. This role sits at the center of our business development efforts, partnering closely with Principal Scientists, business development, engineering, finance, legal, security, and external partners to deliver high-quality, compliant proposals.
This is not a purely administrative role; you will own and drive proposal workflows, guide individuals through complex submission requirements, and ensure alignment across stakeholders from kickoff through award.
The ideal candidate brings strong judgment, excellent communication skills, and the ability to manage multiple proposals simultaneously in a highly collaborative environment.

Requirements

• ~5+ years of experience in proposal coordination, proposal management, or a related role (government/federal experience strongly preferred)
• Strong understanding of federal proposal processes and compliance requirements (RFP/RFQ/RFI)
• Exceptional attention to detail and ability to manage complex, deadline-driven workflows
• Advanced proficiency in Microsoft Excel, and strong skills in Microsoft Word, PowerPoint, and Adobe Acrobat
• Experience working with collaborative document tools (e.g., Google Docs) and converting content into submission-ready formats
• Excellent written and verbal communication skills, with the ability to work effectively across technical and non-technical teams
• Ability to balance multiple priorities and adapt quickly

Nice To Haves

• Experience supporting both government and commercial proposals
• Familiarity with cost proposal development and/or working with subcontractors
• Experience improving or scaling proposal processes and systems
• Comfort operating in a role that requires both structure and flexibility, with a high degree of ownership

Responsibilities

• Own and manage the full proposal lifecycle, from kickoff through submission, award, and post-award support
• Develop and proactively manage proposal schedules to ensure deadlines are met and efforts stay on track
• Partner with technical leads (e.g., Principal Scientists / Offer Builders) to drive progress and maintain alignment across all proposal components
• Coordinate cross-functional contributors (engineering, finance, legal, security, and external partners) to ensure timely, compliant, and complete inputs
• Interpret solicitation requirements (e.g., RFPs, RFQs, RFIs) and ensure proposals are fully compliant and responsive
• Create and tailor proposal templates and structures to align with solicitation requirements
• Review and validate complete proposal packages prior to submission
• Serve as an Authorized Organizational Representative for proposal submission, ensuring compliance with all requirements, and formally submitting on behalf of the company
• Drive the development of comprehensive cost proposals with Principal Scientists / Offer Builders, ensuring alignment with engineering and finance teams as needed
• Conduct award cost acceptance reviews, identifying and communicating any contractual deviations from the final submitted proposal to key stakeholders
• Lead award cost negotiations with clients, providing cost support data and coordinating adjustments to cost proposals, SOWs, and other requirements.
• Generate and manage subcontractor RFPs for prime proposals and review responses for completeness and compliance
• Manage subcontractor-related inquiries during client negotiations, providing guidance and coordination to ensure subcontractor responses meet client requirements.
• Maintain accurate and up-to-date proposal and opportunity data in the CRM system throughout the lifecycle
• Track and analyze proposal metrics to identify trends, improve workflows, and inform decision-making
• Maintain and enhance proposal libraries, templates, and reusable content (e.g., resumes, past performance, boilerplate language)
• Continuously refine proposal processes to improve efficiency, quality, and scalability
• Provide guidance to internal and external stakeholders on proposal requirements, timelines, and best practices
• Ensure internal alignment on commitments, risks, and terms prior to submission
• Support knowledge sharing across the organization through training, documentation, and process updates

Benefits

• Employee Stock Ownership Plan (ESOP)
• 401(k) retirement plan with 5% employer match and immediate vesting
• Fully paid medical insurance plans and dental and vision reimbursement plan
• Health Savings Account (HSA) with generous employer contributions
• Mental health and well-being support through our employee assistance program
• 5 weeks of paid time off and 9 days of paid company holidays each year
• 16 weeks of fully paid parental leave (available for birth, adoption, and fostering)
• 1 week of fully paid “Blue Sky” innovation time each year to pursue your interests

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed
• Number of Employees: 11-50 employees