Proposal Coordinator

ASRC Industrial•Oak Ridge, TN

6d•Hybrid

About The Position

AIS is a diverse organization of 35 complementary businesses serving the environmental and nuclear, infrastructure, industrial, and painting and coatings markets. As a Proposal Coordinator, you'll join our Strategic Proposal Center and support high-impact proposals across our network of companies. You'll manage the full proposal lifecycle for federal environmental, nuclear, construction, and industrial opportunities, from quick-turn task orders to complex, multi-volume submissions. You'll keep proposals organized, compliant, and on schedule while collaborating with proposal managers, capture managers, subject matter experts, writers, reviewers, subcontractors, and leadership to deliver compelling, competitive responses. This is an excellent opportunity to grow your career with a growing company. The position is based in one of our corporate offices in Oak Ridge, TN; Tempe, AZ; or Albuquerque, NM.

Requirements

Bachelor's degree in Business, Communications, English, or related field; equivalent experience may be considered
Minimum of 3 years of experience in proposal coordination
Solid understanding of RFP structures and compliance requirements
Exceptional organization skills, project management abilities, and attention to detail
Strong writing and editing skills
Advanced proficiency in Microsoft Word and Adobe Acrobat; proficiency in PowerPoint, Excel, Teams, and SharePoint

Nice To Haves

Experience with federal government contracting, federal procurement cycle, and federal agency portals
Familiarity with APMP best practices and Shipley-based proposal processes.
Experience using proposal management and collaboration tools.

Responsibilities

Analyze RFPs/RFQs/RFIs to extract requirements, deadlines, submission instructions, and evaluation factors.
Develop and maintain proposal schedules, calendars, and action items.
Coordinate kickoff meetings, status meetings, color team reviews, solutioning sessions, and other proposal activities.
Track status of all proposal components, ensuring contributors meet deadlines.
Create and maintain compliance matrices and outlines based on solicitation requirements.
Support writers by preparing annotated outlines, templates, and structured content guides.
Assist with writing proposal sections such as resumes, past performance, management plans, and corporate overviews.
Edit and format content for clarity, consistency, and compliance.
Manage version control, configuration management, and document integrity using SharePoint or designated proposal tools.
Ensure content aligns with solicitation requirements (page limits, font/format requirements, file naming, and organization).
Serve as a point of contact for proposal team communications.
Work with SMEs to gather required inputs (technical approach, staffing plans, past performance, resumes).
Coordinate with subcontractors to collect required artifacts: past performance data, pricing inputs, certifications, representations, and teaming documentation (NDAs, TAs).
Support leadership with status reporting and proposal readiness updates.
Ensure proposals comply with all instructions, evaluation criteria, and submission requirements.
Conduct quality checks for grammar, formatting, and corporate branding.
Support color team reviews by preparing review packages, instructions, comment matrices, and tracking comments/feedback.
Format and assemble final proposal documents (Word, PDF, Excel, and portal submissions) in accordance with solicitation requirements.
Prepare and validate final submission packages, ensuring compliance with submission portals (e.g., FedConnect, PIEE, GSA, agency‑specific portals), email submission rules, or hard‑copy packaging requirements.
Coordinate late‑stage production tasks, including PDF generation, quality checks, and secure file handling.
Ensure all required forms (SF1449, SF33, reps & certs, pricing schedules, etc.) are completed accurately.
Validate all submission materials prior to delivery to ensure completeness and accuracy.