Proposal Coordinator

Young Community Developers • Portland, OR

3d • $95,000 - $120,000 • Onsite

About The Position

Ondas Sentinel is seeking a full-time Proposal Coordinator to support federal proposal development and operations across multiple concurrent opportunities. The position is described as on-site, with the desired work location in Portland, Oregon. The coordinator supports the full proposal development lifecycle for federal government, defense, and commercial business development opportunities, helping ensure activities are organized, accurate, compliant, and delivered on schedule. The role works closely with Proposal and Capture Managers, business development staff, subject matter experts, internal disciplines, and teaming partners.

The successful candidate is organized, detail-oriented, professional, resourceful, and comfortable managing multiple contributors and deadlines in a fast-paced, deadline-driven environment. The role includes coordinating proposal activities and meetings; maintaining schedules, trackers, documentation, and SharePoint materials; supporting document development, editing, formatting, quality control, and final submission; and helping identify compliance concerns and workflow improvements. Strong Microsoft Office skills, particularly in Word, PowerPoint, Excel, SharePoint, and OneNote, are essential.

The role requires approximately 10% travel. No security clearance is required. Candidates must be legally authorized to work in the United States full-time without current or future employment visa sponsorship. The position may involve working in office, warehouse, or other facilities, including harsh climates and potentially hazardous, extreme, and austere environments. Physical duties include moving between departments, floors, and worksites. The annual salary range is $90,000–$120,000, and the role is eligible 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 and deadlines simultaneously.
• Proficiency with Microsoft Word, including advanced formatting, styles, section breaks, headers and footers, tables of contents, cross-references, layouts, file comparison, and long-document management.
• Proficiency with Microsoft PowerPoint for presentation development, slide formatting, visual organization, charts, diagrams, and branded presentation design.
• Proficiency with Microsoft Excel for trackers, schedules, status reports, data organization, formulas, sorting, filtering, and spreadsheet formatting.
• Proficiency with SharePoint document libraries, file organization, collaboration, version control, and basic site administration.
• Proficiency with OneNote for meeting notes, information organization, action-item tracking, and collaborative reference documentation.
• Excellent organizational and time-management skills, including the ability to manage competing deadlines in a fast-paced environment.
• Strong written communication, proofreading, editing, and quality-check skills, with attention to detail.
• Strong interpersonal and communication skills to interact professionally across departments and levels of the proposal team, the company, and teaming partners.
• Ability to follow established processes while recognizing when clarification or 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, aerospace, defense technology, or other regulated-industry proposals.
• Familiarity with government and commercial solicitation or acquisition types such as RFPs, RFQs, RFIs, Sources Sought Notices, BAAs, CSOs, OTAs, and White Papers.
• Experience with 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 methodologies.
• 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.
• Assist the Proposal Manager team with kickoff presentations, meeting coordination, note-taking, agendas, schedules, action items, and follow-up.
• 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; follow up with contributors to maintain progress.
• Organize and maintain proposal working files, reference materials, templates, supporting documentation, and content libraries in SharePoint, keeping them current, 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, deadlines, resource requirements, production priorities, and operational needs.
• Support development, formatting, editing, and production of proposal documents, volumes, and supporting materials; check consistency, completeness, version accuracy, and adherence to company proposal standards.
• Assist with 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 workflow.
• Support final submission preparation, including file organization, document validation, and coordination of submission materials.
• Perform the role on-site 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.
• Annual bonus eligibility.

What This Job Offers

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