Proposal Coordinator

Position Summary

The Proposal Coordinator supports the end-to-end proposal development lifecycle by coordinating schedules, compliance, documentation, and cross-functional inputs in accordance with the Shipley proposal management methodology. This role is critical to ensuring high-quality, compliant, and on-time proposal submissions across federal, DoD, and commercial solicitations. This position serves as the operational backbone of the proposal team—tracking actions, managing artifacts, enforcing deadlines, and supporting color team reviews to enable the organization to respond quickly and competitively.

Essential Duties And Responsibilities

• Support the Proposal Manager in executing proposals using the Shipley lifecycle (Capture → Proposal Planning → Development → Review → Submission).
• Develop, create and maintain proposal schedules, compliance matrices, outlines, and deliverable trackers.
• Analyze RFPs and related solicitation documents to identify requirements, deliverables, and deadlines.
• Track RFP Q&A, clarifications, and version control.
• Ensure all proposal volumes meet formatting, page count, and submission requirements.
• Manage proposal artifacts including outlines, storyboards, win themes, and compliance maps.
• Oversee final production and submission activities ensuring accuracy and completeness.
• Perform other related duties and projects as assigned.

Capture & Pipeline

• Monitor SAM.gov, GovWin, and PIEE daily to identify new solicitation opportunities and notify the capture/proposal team.
• Support early-stage proposal planning and compliance frameworks.
• Coordinate with SMEs, engineering, finance, legal, contracts, and leadership to collect inputs.
• Track action items, deadlines, and review cycles.
• Prepare and distribute proposal calendars, meeting agendas, and review materials.
• Support team reviews (Pink, Red, Gold, etc.) and capture feedback.

Content & Document Management

• Maintain proposal library, boilerplate content, past performance, resumes, and templates.
• Manage SharePoint/Teams/Drive folder structures and file naming standards.
• Implement structured document management systems.
• Ensure version control and submission readiness.

Process & Continuous Improvement

• Enforce proposal standards, checklists, and quality gates.
• Support post-submission debrief capture and lessons learned.
• Help maintain capture/proposal metrics and reporting.

Required Qualifications

• Bachelor’s degree in Business, Communications, Technical Writing, or related field.
• 3-5 years of relevant professional experience in proposal coordination, preferably in the federal or defense proposal environments.
• Working knowledge of FAR/DFARS/FMS and DoD acquisition processes.
• Strong organizational, multitasking, and deadline-driven work habits.
• Advanced proficiency in Microsoft Word, Excel, PowerPoint, and SharePoint/Teams.

Additional Desired Qualifications

• Experience with DoD RFPs, RFIs, OTAs, IDIQs, and BOAs.
• Familiarity with compliance matrices, storyboarding, and win theme development.
• Shipley proposal training or certification (Foundation or higher).
• Experience supporting color team reviews.
• Knowledge of proposal submission portals (PIEE, SAM.gov, etc.).
• Basic understanding of pricing and contracts volumes.