Senior Proposal Coordinator-Writer

HIDDEN LEVEL•Syracuse, NY

7d•Hybrid

About The Position

Hidden Level is seeking a Senior Proposal Coordinator-Writer to support its Growth Team by managing proposal development and writing submissions for defense, federal, international, and commercial markets. The role coordinates proposals from solicitation analysis and planning through development, reviews, and submission, while creating persuasive and compliant content tailored to customer requirements and evaluation criteria. It also supports workflow improvement through approved AI and proposal automation tools, and maintains proposal content resources and document archives. The position is hybrid and based in Syracuse, NY; East Coast candidates may work fully remotely.

Requirements

Bachelor’s degree in marketing, communications, English, journalism, technical/scientific writing, or equivalent experience related to the position.
5–10 years of overall writing experience.
5 or more years of experience with proposal and/or project coordination or management, supporting multiple projects at a time.
3 or more years of experience working with generative AI writing tools.
Strong analytical skills and ability to collaborate proficiently.
Experience developing proposal graphics, writing content, and editing and formatting large, complex technical and proposal documents.
Excellent verbal and written communication skills, including proficiency in grammar, punctuation, spelling, and formatting.
Proactive customer service skills and ability to manage multiple projects simultaneously.
Proficiency in Microsoft Office, including Word, Excel, PowerPoint, Project, and Visio; working knowledge of Adobe Acrobat DC and Microsoft SharePoint.
Ability to obtain and maintain a U.S. Government security clearance if required.
Only U.S. citizens can be considered for the position.
Ability to manage projects and resources independently, solve complex issues creatively, maintain accuracy and attention to detail, and work effectively under tight deadlines.

Nice To Haves

Knowledge of the Shipley Associates’ capture-proposal process for defense and international market segments.

Responsibilities

Manage assigned proposals from planning and solicitation analysis through development, review, and submission.
Develop and manage proposal plans, including schedules, compliant outlines, requirements matrices, assignments, roles and responsibilities, and color-team reviews.
Coordinate cross-functional proposal teams and meetings, including kickoffs, stand-ups, and color-team reviews.
Monitor progress against proposal plans, identify risks and issues, and coordinate corrective actions to maintain schedule, compliance, quality, and submission readiness.
Manage review cycles and track comments, action items, and required revisions through resolution.
Write persuasive, compliant, competitive proposal content tailored to customer requirements and evaluation criteria.
Translate complex technical concepts into accessible content and create impactful tables, charts, and images using Microsoft tools.
Author and maintain corporate proposal library and technical resume content, coordinating reviews and approvals with subject matter experts.
Maintain configuration management of document archives and the proposal content library.
Use approved AI and proposal automation tools to support proposal development, compliance, reviews, and quality assurance.
Collaborate with stakeholders to develop, test, and maintain AI-enabled proposal resources, workflows, and a centralized prompt library.
Provide guidance and training on approved AI-enabled proposal tools and resources.
Analyze customer solicitations to identify customer needs and shape responsive content.
Guide contributors in addressing customer requirements and evaluation criteria; apply customer, competitive, and solution insights from Capture Plans to strengthen proposal positioning.
Communicate and collaborate with engineers, developers, managers, and other stakeholders to develop customer-focused proposal documents and resolve cross-functional issues.
Lead stakeholder reviews to enhance solution offerings, integrate win strategies, and quantify customer benefits.
Independently manage multiple projects with minimal supervision, ensuring timely, quality outputs.
Edit, refine, and format proposal content to meet customer requirements, corporate branding, and applicable style guides.
Prioritize tasks and manage projects and resources from beginning to end while providing progress updates and balancing deadlines with quality execution.