Proposal Coordinator

Ondas Sentinel Technologies • Irvine, CA

1d • Onsite

About The Position

Ondas Sentinel is hiring a full-time Proposal Coordinator to support federal, defense, and commercial proposal development and operations across multiple concurrent efforts. The role is based on-site in Irvine, California, and works in person with program team members and lead subject matter experts while coordinating with non-local Proposal and Capture Managers. The coordinator serves as a primary connection between Capture/Proposal and Business Development teams and helps ensure proposal activities are organized, accurate, compliant, and delivered on schedule throughout the proposal lifecycle.

The position supports proposal planning, coordination, document development, editing, formatting, quality control, and final submission. It also maintains schedules, trackers, working files, reference materials, and content libraries, while helping monitor workloads, deadlines, resource needs, production priorities, and compliance concerns. The role requires sound judgment and discretion when handling sensitive, proprietary, or controlled information. Approximately 10% travel is required. No security clearance is required. Candidates must be legally authorized to work in the United States without current or future employment visa sponsorship.

Requirements

• At least 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 organize and manage multiple assignees, assignments, and deadlines simultaneously.
• Demonstrated 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.
• Demonstrated proficiency with Microsoft PowerPoint for presentation development, slide formatting, visual organization, charts, diagrams, and branded presentation design.
• Demonstrated proficiency with Microsoft Excel for trackers, schedules, status reports, data organization, formulas, sorting, filtering, and spreadsheet formatting.
• Demonstrated proficiency with SharePoint document libraries, file organization, collaboration, version control, and basic site administration.
• Demonstrated 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 attention to detail, written communication, proofreading, editing, and quality-check skills.
• Strong interpersonal and communication skills, including the ability to work professionally with people across departments and organizational levels and with teaming partners.
• Ability to follow established processes, recognize when clarification or guidance is needed, and exercise sound judgment and discretion when handling 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 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, and white papers.
• Experience with document editing, professional desktop publishing, long-form technical documentation production, or publication layout for 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

• Work on-site in Irvine, California, with the program team and lead subject matter experts, 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, agendas, schedules, note-taking, action items, and follow-up.
• Maintain proposal calendars, milestone schedules, deliverable trackers, status reports, and other proposal administration documentation.
• Communicate and track assignments, deadlines, outstanding inputs, review comments, and action items, and follow up with contributors to maintain progress.
• Organize and maintain proposal working files, reference materials, templates, supporting documents, and SharePoint content libraries; ensure materials are current, labeled, accessible to authorized users, and handled according to applicable policies and protocols.
• Help track proposal workload, upcoming or changing 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 compliance with proposal standards.
• Assist with proposal compliance matrices, requirement trackers, production punch lists, and submission checklists.
• Track solicitation requirements, delivery instructions, formatting constraints, and proposal-specific obligations; flag 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.
• Dental insurance; base coverage is fully covered by the company.
• Vision insurance; base coverage is fully covered by the company.
• Life insurance; base coverage is fully covered by the company.
• Accident and disability coverage, along with other core benefits, fully covered by the company.
• Paid time off.
• Paid holidays.
• 401(k) plan with employer match and immediate vesting.
• Eligibility for an annual bonus.

What This Job Offers

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