Proposal Coordinator

ASRC Industrial (AIS) is a people-oriented organization providing construction services, industrial contracting for heavy civil and commercial private and state/government projects, and environmental solutions. At AIS, we support a diverse set of companies and their unique services, unified by a purpose to deliver safe, reliable solutions to our clients' unique challenges while providing superior service.

About the Role

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. This position is based in one of our corporate offices in Oak Ridge, TN; Tempe, AZ; or Albuquerque, NM.

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.

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.

Skills

• Exceptional attention to detail.
• Strong compliance orientation.
• Ability to interpret and manage government solicitation requirements.
• Strong communication and interpersonal skills.
• Ability to work independently and as part of a team.
• Ability to coordinate with multiple contributors across diverse teams.
• Ability to work under tight deadlines and manage multiple simultaneous priorities.
• Ability to travel to different corporate office locations to support proposal development.
• Adaptability to changing priorities.
• Problem-solving, critical thinking, and adaptability in a fast-paced environment.
• Deadline-driven, ownership mindset with strong follow-through.

Preferred Qualifications

• 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.