Proposal Operations Coordinator

Xenith Solutions•Leesburg, VA

3d•Remote

About The Position

The Proposal Operations Coordinator joins Xenith Solutions’ Growth & Strategy team to organize and coordinate federal proposal development activities. The role ensures contributors understand responsibilities, schedules stay on track, reviews are conducted effectively, and submissions meet established quality and compliance standards. It is a hands-on position requiring practical proposal experience, strong organizational and communication skills, and the ability to coordinate experienced professionals across disciplines and organizational levels without formal supervisory authority. The position focuses on proposal coordination, process execution, editorial quality, compliance, and production. Technical writing, capture strategy, and solution development remain the responsibility of designated pursuit leaders and subject matter experts. The coordinator manages proposal plans and reviews, monitors deliverables and risks, supports compliant and polished submissions, maintains proposal resources and processes, and contributes to process improvements. This is a fully remote position supporting contributors across the United States. Employees who live near the Leesburg, Virginia office may choose to work there; regular office attendance is not required. The work involves frequent virtual collaboration, multiple simultaneous activities, and periods of heightened activity around proposal deadlines. The role provides interaction with company leadership and an opportunity to influence the development of Xenith’s proposal operations capability.

Requirements

At least two years of hands-on experience supporting competitive proposal development.
Working familiarity with Shipley or a comparable structured proposal development methodology, including formal color team reviews.
Direct experience supporting multiple proposal development cycles, including planning, contributor coordination, reviews, production, and submission.
Ability to coordinate deadline-driven activities involving multiple contributors with differing responsibilities and priorities.
Strong meeting facilitation, organizational, and interpersonal communication skills.
Experience developing and maintaining proposal schedules, compliance matrices, assignment trackers, and production documentation.
Strong editing, proofreading, and document quality-control capabilities.
Proficiency with Microsoft Word, Excel, PowerPoint, and collaborative document management tools.
Experience coordinating geographically distributed contributors and facilitating effective virtual meetings.
Ability to work independently, anticipate problems, manage competing priorities, and communicate confidently and professionally with senior personnel.

Nice To Haves

Three to five years of experience in proposal coordination, proposal operations, or a closely related function.
Experience supporting federal government proposals, particularly for the Department of Defense, Department of Homeland Security, or other federal agencies.
Familiarity with FAR-based solicitations, IDIQ task orders, and small-business federal contracting.
Experience supporting requests for information, sources sought responses, or other federal acquisition submissions.
Experience coordinating Pink Team, Red Team, Gold Team, or comparable structured proposal reviews.
Familiarity with proposal content libraries, past performance repositories, and document configuration management.
Experience supporting multiple concurrent proposal efforts in a deadline-driven environment.
Familiarity with AI-assisted productivity tools and their application to document analysis, editorial quality, and workflow efficiency.

Responsibilities

Develop and maintain proposal schedules, milestones, contributor assignments, compliance matrices, and production plans.
Coordinate kickoff meetings, working sessions, status meetings, and proposal review activities.
Facilitate meetings, clarify expectations, and ensure assignments, deadlines, and action items are understood.
Monitor contributor progress, follow up on commitments, and identify schedule or resource conflicts.
Coordinate professionals across functions and organizational levels while maintaining productive relationships and accountability without formal supervisory authority.
Manage multiple concurrent proposal activities and balance competing priorities and submission deadlines.
Identify proposal execution risks and coordinate their resolution or escalation.
Manage final proposal assembly, quality assurance, production, and submission readiness.
Support structured proposal development processes consistent with Shipley or comparable methodologies.
Plan and coordinate formal color team reviews, including preparation, participant coordination, findings documentation, and corrective-action tracking.
Analyze solicitations and acquisition documents to identify instructions, evaluation criteria, submission requirements, and compliance obligations.
Develop and maintain proposal outlines and submission checklists in addition to compliance matrices.
Review proposal content for clarity, consistency, grammar, formatting, completeness, and responsiveness to solicitation requirements.
Identify content gaps, inconsistencies, and potential compliance issues, and coordinate corrections with responsible contributors.
Prepare and maintain standard corporate proposal sections, administrative responses, and approved reusable materials.
Maintain document configuration control and ensure submissions are accurate, complete, and professionally prepared.
Maintain organized repositories of proposal templates, corporate qualifications, past performance references, approved content, and supporting materials.
Develop and refine proposal workflows, checklists, and document management practices.
Support post-submission lessons-learned reviews and incorporate improvements into future proposal activities.
Identify opportunities to improve proposal operations through technology, automation, and process refinement.
Use approved AI-assisted and other productivity tools for document analysis, editing, compliance verification, and administrative efficiency while maintaining information security and validating content.