Proposal Coordinator (Dept. of Energy Specific) - AI

Ahtna•Oak Ridge, TN

3d•Onsite

About The Position

The Proposal Coordinator supports the development, coordination, and submission of proposals in response to federal, state, municipal, and tribal solicitations, with an emphasis on U.S. Department of Energy (DOE) and other civilian agency opportunities. This role works closely with Proposal Managers, Pricing, Business Development, and technical staff to support proposal planning, content development, compliance tracking, production, and submission activities. The Proposal Coordinator plays an integral role throughout the proposal lifecycle, from initial solicitation review through final delivery, ensuring accuracy, organization, and compliance with solicitation requirements, including DOE-specific formats, evaluation criteria, and submission instructions (e.g., RFPs, FOAs, and RFQs). Responsibilities may include coordinating inputs across technical volumes, maintaining compliance matrices, managing schedules and artifacts, and supporting electronic submissions. The successful candidate will have successful experience navigating GSA eBuy to pull solicitation documents and submit bids and quotes; share and review eBuy notifications with appropriate proposal staff; deconflict eBuy notifications; serve as authorized proxy to respond to MAS modifications.

Requirements

Associate degree in an applicable discipline. Experience may substitute for education on a 1:1 basis.
Proficiency in Microsoft Office (Word, Excel, PowerPoint, Teams).
U.S. Citizenship due to federal contract requirements.
Two (2) years of work experience (proposals/marketing/writing).
One (1) year of experience as a Proposal Coordinator.

Nice To Haves

Bachelor’s degree in a related discipline.
Experience in services, environmental, engineering, or construction-related fields preferred.
Experience using CRM systems.
Experience in services, environmental, engineering, or construction-related fields.
Experience responding to federal, state, municipal, and tribal RFPs.
Valid Driver’s license with a clean driving record, able to drive company vehicles.
Proficiency in Adobe Creative Cloud (InDesign, Illustrator, and Photoshop).
Experience and knowledge of Alaska Native cultures.

Responsibilities

Read, interpret, analyze, and support Requests for Qualifications (RFQs), Requests for Information (RFIs), Requests for Proposals (RFPs), Invitations to Bid (ITB), and Indefinite Delivery/Indefinite Quantity (IDIQ) task orders.
Have successful experience navigating GSA eLibrary to assess active Schedules and eBuy to pull solicitation documents and submit bids and quotes
Share and review eBuy notifications with appropriate proposal staff, ensuring timely communication and coordination in response to near term deadlines
Deconflict eBuy notifications across multiple MAS contractor subsidiaries
Serve as authorized proxy to update MAS contracts in response to contract modifications and other customer notifications
Support proposal development from initial data collection through final delivery, including formatting, editing, writing, and coordinating with staff, teaming partners, consultants, and clients.
Assist with writing and editing proposal content, including for RFIs, Sources Soughts, and proposals, and be solely responsible for Sources Sought/RFQ/RFI development as assigned.
Populate forms and coordinate with Contracts on completion of forms requiring Contracts attention.
Help to gather artifacts for completion of Contractual, Administrative, and Pricing Volumes, such as financials, Representations & Certifications, and proof of certifications.
Coordinate with internal staff and external stakeholders (e.g., teaming partners, consultants) to ensure their timely submission of proposal content as delegated.
Support Proposal Manager(s) and/or other Proposal Coordinator(s) by researching information for proposal responses (e.g., metrics, dates, etc.).
Maintain proposal and project information/attributes within the Customer Relationship Management (CRM) system as needed.
Develop or support the creation of tables, charts, and graphics to enhance proposal content.
Prepare and coordinate past performance submissions and supporting documentation.
Edit and review draft documents to ensure compliance with solicitation requirements.
Build proposal 1-sheets for the Business Support Services teams.
Maintain, organize, and update resources and materials (e.g., resumes, project sheets, standard proposal sections, graphics, etc.) as assigned.
Review, organize, catalog, and archive proposal materials for future use.
Support proposal production and delivery, including preparation of final documents and coordination of electronic and/or hard-copy submissions, as required.
Perform other duties as assigned.