Proposal Coordinator

Young Community Developers • Irvine, CA

2d • $90,000 - $120,000 • Onsite

About The Position

Ondas Sentinel is hiring a full-time Proposal Coordinator to support federal proposal development and operations across multiple concurrent opportunities. The position is based onsite in Irvine, California, and requires experience coordinating federal proposals and developing compliant solicitation and tender responses. The coordinator will work closely with Proposal and Capture Managers, Business Development, subject matter experts, internal disciplines, and teaming partners throughout the proposal lifecycle, helping ensure activities are organized, accurate, compliant, and delivered on schedule for federal government, defense, and commercial opportunities.

The successful candidate will bring strong organizational skills, attention to detail, sound judgment, and the ability to coordinate multiple contributors and deadlines in a deadline-driven environment. The role includes maintaining proposal schedules and documentation, tracking assignments and compliance, organizing SharePoint materials, and supporting the formatting, editing, quality control, and production of proposal documents and related materials. Strong proficiency in Microsoft Office—particularly Word, PowerPoint, Excel, SharePoint, and OneNote—is essential.

The position requires no security clearance. It requires access to information and technology subject to U.S. export control laws and regulations. Candidates must be legally authorized to work in the United States on a full-time basis without current or future employment visa sponsorship. Approximately 10% travel is required. Work conditions may range from a general office to warehouse and other facilities, and may include harsh climates and hazardous situations, including austere desert environments. Physical demands include movement between departments, floors, and worksites. Compensation depends on experience, education, training, skills, and other factors; the role is eligible for an annual bonus. Benefits include comprehensive healthcare coverage, paid time off and holidays, and a 401(k) plan with employer match and immediate vesting.

Requirements

• Minimum 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.
• Highly organized, with the 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, document layouts, file comparison, and long-document management.
• Proficiency with PowerPoint, including presentation development, slide formatting, visual organization, charts, diagrams, and professionally branded presentation design.
• Proficiency with 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 multiple assignments and 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, including professional interaction across departments and levels of the proposal team, company, and teaming partners.
• Ability to follow established processes while recognizing when clarification or additional 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 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 current or future employment visa sponsorship.

Nice To Haves

• Experience supporting Department of Defense (DOD/DOW), aerospace, defense technology, or other regulated-industry proposals.
• Familiarity with government and commercial solicitation or acquisition types, including RFPs, RFQs, RFIs, Sources Sought Notices, BAAs, CSOs, OTAs, white papers, and related documents.
• Experience in 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 methodology.
• 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

• Perform the role onsite in Irvine, working in person with the program team and lead SMEs while coordinating with non-local Proposal and Capture Managers.
• Serve as the primary coordination point between Capture/Proposal and Business Development teams to support compliant proposal development and delivery.
• Assist Proposal Managers 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, ensuring materials are current, properly labeled, and accessible to authorized users.
• Handle proprietary, sensitive, and controlled information in accordance with company policies, contractual requirements, and applicable security protocols.
• Maintain visibility into proposal workload, upcoming or shifting deadlines, resource requirements, production priorities, and operational needs.
• Support development, formatting, editing, and production of proposal documents, volumes, and supplemental 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 or workflows.
• Support final submission preparation, including file organization, document validation, and coordination of submission materials.

Benefits

• Comprehensive healthcare benefits package.
• Base dental, vision, life, accident, disability, and other core benefits fully covered by the company.
• Paid time off.
• Paid holidays.
• 401(k) plan with employer match and immediate vesting.
• Eligible for an annual bonus.

What This Job Offers

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