Proposal Operations Coordinator

About Xenith Solutions Xenith Solutions is a Service-Disabled Veteran-Owned Small Business (SDVOSB) delivering technology, engineering, and mission support services to federal government customers. We are expanding our prime contracting portfolio and investing in the people, processes, and capabilities needed to support continued growth. We are seeking a Proposal Operations Coordinator to join our Growth & Strategy team and play an important role in the planning, coordination, and execution of our federal proposal development efforts. Position Overview The Proposal Operations Coordinator is responsible for organizing and coordinating Xenith's proposal development activities, ensuring that contributors understand their responsibilities, schedules remain on track, reviews are effectively conducted, and submissions meet established quality and compliance standards. This is a hands-on position for someone who understands the federal proposal development process, enjoys bringing structure to complex efforts, and knows how to keep a team moving toward a common deadline. The successful candidate will combine practical proposal experience with exceptional organizational, communication, and interpersonal skills. They must be comfortable working with experienced professionals across multiple disciplines and organizational levels, facilitating productive working sessions, maintaining accountability for deliverables, and addressing obstacles before they affect proposal quality or schedule. This role emphasizes proposal coordination, process execution, editorial quality, compliance, and production. Substantive technical writing, capture strategy, and solution development remain the responsibilities of designated pursuit leaders and subject matter experts. Key Responsibilities Proposal Planning and Coordination Develop and maintain proposal schedules, milestones, contributor assignments, compliance matrices, and production plansCoordinate proposal kickoff meetings, working sessions, status meetings, and review activitiesFacilitate productive meetings, establish clear expectations, and ensure that assignments, deadlines, and action items are understoodMonitor contributor progress, proactively follow up on commitments, and identify potential schedule or resource conflictsCoordinate professionals across multiple functions and organizational levels, maintaining productive working relationships and accountability without formal supervisory authorityManage multiple concurrent proposal activities, balancing competing priorities and submission deadlinesIdentify emerging risks to proposal execution and coordinate timely resolution or escalationManage final proposal assembly, quality assurance, production, and submission readiness Proposal Process, Compliance, and Quality Support structured proposal development processes consistent with Shipley or comparable industry methodologiesPlan and coordinate formal color team reviews, including review preparation, participant coordination, documentation of findings, and tracking corrective actionsAnalyze solicitations and acquisition documents to identify proposal instructions, evaluation criteria, submission requirements, and compliance obligationsDevelop and maintain compliance matrices, proposal outlines, and submission checklistsReview proposal content for clarity, consistency, grammar, formatting, completeness, and responsiveness to solicitation requirementsIdentify content gaps, inconsistencies, and potential compliance issues, coordinating corrections with responsible contributorsPrepare and maintain standard corporate proposal sections, administrative responses, and approved reusable materialsMaintain document configuration control and ensure accurate, complete, and professionally prepared submissions Process Improvement and Knowledge Management Maintain organized repositories of proposal templates, corporate qualifications, past performance references, approved content, and supporting materialsDevelop and refine proposal workflows, checklists, and document management practices to improve consistency and efficiencySupport post-submission lessons-learned reviews and incorporate improvements into future proposal activitiesIdentify opportunities to improve proposal operations through practical application of technology, automation, and process refinementUse approved AI-assisted and other productivity tools to support document analysis, editing, compliance verification, and administrative efficiency while maintaining appropriate information security and content validation standards Required Qualifications Minimum of two years of hands-on experience supporting competitive proposal developmentWorking familiarity with Shipley or a comparable structured proposal development methodology, including formal color team reviewsDirect experience supporting multiple proposal development cycles, including planning, contributor coordination, reviews, production, and submissionDemonstrated ability to coordinate deadline-driven activities involving multiple contributors with differing responsibilities and prioritiesStrong meeting facilitation, organizational, and interpersonal communication skillsExperience developing and maintaining proposal schedules, compliance matrices, assignment trackers, and production documentationStrong editing, proofreading, and document quality-control capabilitiesProficiency with Microsoft Word, Excel, PowerPoint, and collaborative document management toolsDemonstrated ability to coordinate geographically distributed contributors and facilitate effective virtual meetingsAbility to work independently, anticipate problems, manage competing priorities, and communicate confidently and professionally with senior personnel Preferred Qualifications Three to five years of experience in proposal coordination, proposal operations, or a closely related functionExperience supporting federal government proposals, particularly within the Department of Defense, Department of Homeland Security, or other federal agenciesFamiliarity with FAR-based solicitations, IDIQ task orders, and small-business federal contractingExperience supporting requests for information (RFIs), sources sought responses, or other federal acquisition submissionsExperience coordinating Pink Team, Red Team, Gold Team, or comparable structured proposal reviewsFamiliarity with proposal content libraries, past performance repositories, and document configuration managementExperience supporting multiple concurrent proposal efforts within a deadline-driven environmentFamiliarity with AI-assisted productivity tools and their practical application to document analysis, editorial quality, and workflow efficiency What Makes Someone Successful in This Role The strongest candidates will bring more than knowledge of proposal processes. They will demonstrate the confidence, judgment, persistence, and initiative necessary to keep complex efforts organized and productive. They will be comfortable facilitating discussions, asking direct questions, securing commitments, and constructively engaging experienced professionals when assignments or deadlines are at risk. They will understand how to maintain accountability through clear communication, professional relationships, and consistent follow-through. They will recognize problems early, maintain composure under pressure, adjust to changing circumstances, and distinguish between issues they can resolve independently and those requiring leadership attention. Most importantly, they will take ownership of the proposal coordination process, ensuring that contributors remain aligned, deliverables are completed, and the team maintains momentum toward a successful submission. Work Environment This is a fully remote position supporting Xenith's Growth & Strategy team and proposal contributors across multiple locations within the United States. Employees residing near Xenith's Leesburg, Virginia office may elect to work from that location. Regular office attendance is not required. The position involves frequent virtual collaboration, coordination of multiple simultaneous activities, and periods of heightened activity associated with proposal submission deadlines. Why Join Xenith? Xenith is expanding its federal prime contracting portfolio and strengthening the internal capabilities needed to support that growth. The Proposal Operations Coordinator will have meaningful responsibility for the effectiveness of our proposal development process, direct interaction with company leadership, and an opportunity to influence how our proposal operations capability evolves. We value individuals who demonstrate initiative, accountability, sound judgment, and a commitment to doing their work well. This position offers the opportunity to make a visible contribution to our Growth & Strategy organization while developing professionally alongside an experienced team.