Proposal Coordinator

Nova Technologies, an Employee-Owned Engineering Company•Tallahassee, FL

1d•Hybrid

About The Position

The Proposal Coordinator supports the proposal lifecycle for federal government and commercial opportunities, working under the direction of a Senior Proposal Manager. This role is responsible for coordinating proposal activities, managing documentation, and ensuring timely and organized execution of proposal tasks. This position is ideal for individuals looking to grow into a Proposal Manager or Capture professional, offering exposure to federal proposal processes, cross-functional collaboration, and business development operations.

Requirements

Strong organizational and time management skills in a deadline-driven environment
Excellent written and verbal communication skills
High attention to detail, especially in formatting and document quality
Ability to manage multiple tasks and priorities simultaneously
Collaborative mindset with strong interpersonal skills
Bachelor’s degree in Business, Communications, English, Marketing, or related field.
3–8 years of relevant experience in proposal coordination, administrative support, or related field.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Teams, SharePoint).
Ability to obtain and maintain an Active Secret clearance required.

Nice To Haves

Additional combination of related years of experience or military experience may substitute for a formal degree.
Experience in government contracting or federal proposals preferred.
Familiarity with tools such as GovWin or CRM systems is a plus.
Experience using generative AI tools.

Responsibilities

Support the Senior Proposal Manager in coordinating all phases of proposal development, including kickoff preparation, scheduling, and milestone tracking.
Maintain proposal schedules, action item trackers, and status reports to ensure deadlines are met.
Assist in preparing proposal artifacts such as compliance matrices, annotated outlines, and templates.
Coordinate internal reviews (Pink, Red, Gold Team) including logistics, materials distribution, and comment tracking.
Organize and maintain proposal files, folders, and version control in accordance with company standards.
Format proposal documents to meet solicitation requirements and corporate branding standards.
Compile and package final proposal volumes for submission (electronic and/or hard copy).
Ensure all proposal documents are current, complete, and properly stored in designated repositories.
Assist in drafting and editing proposal content, including resumes, past performance, and management sections.
Support SMEs and writers by gathering information, formatting inputs, and ensuring consistency across sections.
Review documents for grammar, formatting, and basic compliance prior to formal reviews.
Maintain and update reusable proposal content libraries.
Support capture and business development activities through data entry, research, and tracking.
Assist with maintaining opportunity pipeline tools (e.g., GovWin, CRM systems).
Conduct basic market research and support development of briefing materials and gate review artifacts.
Coordinate logistics for meetings, industry days, and internal strategy sessions.
Schedule meetings, capture notes, track action items, and follow up on deliverables.
Facilitate communication between proposal team members, SMEs, and leadership.
Support onboarding of new proposal team members to tools, templates, and processes.
Assist in maintaining proposal templates, tools, and standard operating procedures (SOPs).
Support lessons learned and post-submission activities to improve future proposal efforts.
Other duties as required.