Senior Proposal Coordinator-Writer

Hidden Level•Syracuse, NY

8d•$95,000 - $120,000•Hybrid

About The Position

Hidden Level is seeking a Proposal Coordinator-Writer to manage proposal development and write submissions for defense, federal, international, and commercial markets. The role supports the Growth Team in driving sales and covers proposal planning, solicitation analysis, content development, review, and submission. The position is based in Syracuse, NY, with a hybrid arrangement, or may be fully remote for candidates on the East Coast. The successful candidate coordinates cross-functional contributors, creates persuasive and compliant proposal content, and translates complex technical concepts into accessible text and visual materials. The role also maintains proposal and technical-resume content libraries, applies approved AI and proposal automation tools to improve workflows, and helps contributors address customer requirements and evaluation criteria. The position requires independently managing multiple projects, maintaining quality and schedule, and collaborating with stakeholders to strengthen proposal solutions and positioning.

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.
At least 5 years of experience with proposal and/or project coordination or management, supporting multiple projects at a time.
At least 3 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 or 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 (Word, Excel, PowerPoint, Project, and Visio) and working knowledge of Adobe Acrobat DC and Microsoft SharePoint.
Ability to obtain a security clearance if required.
Must be a U.S. citizen.
Must be able to obtain and maintain a U.S. Government Security Clearance if required.

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, writing assignments, roles and responsibilities, and color-team reviews.
Coordinate cross-functional teams and meetings, including kickoffs, stand-ups, and color-team reviews.
Monitor proposal progress, 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 proposal content and create tables, charts, and images using Microsoft tools.
Author and maintain the 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 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 and solution positioning.
Communicate with engineers, developers, managers, and other stakeholders to develop customer-focused proposal documents.
Facilitate decision-making, information exchange, and resolution of cross-functional proposal-development 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 to balance deadlines with quality execution.