Public Sector Proposal Coordinator

Parallel Works•Chicago, IL

About The Position

Parallel Works is hiring a Public Sector Proposal Coordinator to manage the flow of Federal, state, and local opportunities. This role involves screening solicitations, building compliance matrices, drafting and assembling responses to various government requests (RFIs, Sources Sought, RFPs, RFQs), and preparing final submission packages. The position emphasizes the aggressive use of AI tooling for tasks such as opportunity triage, drafting narratives, restructuring content, and optimizing prompt engineering to increase the number of pursued opportunities. A critical counterweight to AI usage is human verification, ensuring the accuracy of information regarding the company's platform, accreditations, and past performance, as AI-generated content may be factually incorrect. The role reports to the Director of Operations.

Requirements

Aggressive, demonstrated use of AI tooling on real work; ability to show built tools and output changes.
Judgment to identify untrustworthy AI output and the discipline to fact-check it.
Clear, correct, and organized writing skills under deadline pressure.
1 to 3 years of experience in proposal coordination, contracts administration, bids and tenders, or technical writing. Strong new graduates who meet the AI and writing criteria are considered.
Precision in following instructions, including page limits, fonts, file naming, and deadlines.
United States citizenship, due to handling controlled unclassified solicitation material and government submission portals.

Nice To Haves

Exposure to Federal procurement processes (SAM.gov, sources sought notices, RFIs, GSA schedules, NASA SEWP).
Experience in a proposal shop, contracts office, or university grants office.
Scripting or automation skills (e.g., Python) for document assembly or AI workflows.
Sufficient technical background to evaluate if technical volumes adequately address solicitation questions.
Familiarity with compliance matrices, capture processes, or color team reviews.

Responsibilities

Opportunity review: Screen daily opportunities from SAM.gov, agency portals, and internal scoring tools, providing recommendations (bid, no bid, watch).
Build AI workflow: Develop and maintain prompts, templates, and content libraries for proposal generation, continuously improving them with evolving AI tools.
Compliance matrices: Deconstruct solicitations into instructions, evaluation criteria, and submission requirements, tracking each requirement to its corresponding answer.
Drafting and assembly: Generate first-draft narratives using AI, edit them to company standards, and assemble proposal volumes adhering to specified page limits, fonts, and file naming conventions.
Verification: Confirm all claims (accreditation status, platform capability, past performance, pricing) against reliable sources, removing or marking unverified information.
Submittal and registrations: Prepare submission packages, manage checklists, maintain current SAM.gov and portal registrations, complete representations and certifications, and record submission receipt.