Proposal Coordinator

2 days ago

Sterling VA United States Vigna Inc Full time

Title: Proposal Coordinator

Check all associated application documentation thoroughly before clicking on the apply button at the bottom of this description.
Location: Sterling VA (Hybrid-2 days onsite)
Duration: Long term
Start date: January 2025

Position Overview:

At Vigna Solutions, we are seeking a Proposal Coordinator to support our upcoming efforts in bidding for new contracts and helping us achieve our future business goals

The Proposal Coordinator is responsible for organizing, managing, and supporting all aspects of the federal proposal development process. This role ensures that proposals are compliant, on schedule, and align with solicitation requirements by coordinating cross-functional teams, managing timelines, and providing administrative support. The Proposal Coordinator plays a critical role in streamlining the proposal lifecycle and ensuring high-quality submissions.

Key Responsibilities

Proposal Coordination:
Analyze Requests for Proposals (RFPs), Requests for Information (RFIs), and other federal solicitation documents to identify and outline requirements.
Develop and manage compliance matrices, proposal outlines, and schedules to ensure all deliverables meet solicitation deadlines.
Organize and facilitate proposal kickoff meetings, daily stand-ups, and status updates.
Maintain proposal development schedules and track progress across multiple contributors to ensure timely completion.
Identify potential bottlenecks or risks and proactively escalate them to the Proposal Manager.
Manage version control and document repositories to ensure consistency and accuracy throughout the proposal process.
Assist in preparing and formatting proposal sections to ensure compliance with solicitation requirements.
Coordinate with writers, subject matter experts (SMEs), and graphic designers to integrate inputs into cohesive, compliant documents.
Conduct quality control checks to ensure proposals adhere to federal guidelines (e.g., FAR/DFARS), formatting standards, and company templates.

Team Coordination:
Act as the central point of contact for internal and external stakeholders involved in the proposal process.
Distribute assignments, manage action items, and communicate updates to team members.
Schedule and support color team reviews (e.g., pink, red, gold) and consolidate feedback from reviewers.

Document Management:
Oversee the organization and maintenance of proposal files, ensuring accurate documentation and archiving for future reference.
Maintain the company's library of reusable proposal content, including past performance narratives, resumes, and templates.

Administrative and Logistical Support:
Coordinate logistics for proposal meetings, including scheduling, agenda preparation, and documentation of decisions.
Prepare and submit questions to contracting officers during the solicitation's Q&A period.
Support post-submission activities, such as responding to clarifications or amendments and preparing materials for oral presentations.

Qualifications

Education:
Bachelor's degree in Business Administration, Communications, English, or a related field. Equivalent work experience will be considered.

Experience:
Minimum of 2-4 years of experience coordinating federal proposals, preferably with exposure to large, complex RFPs.
Familiarity with federal contracting processes and agencies such as DoD, GSA, or DHS.

Technical Skills:
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace and Adobe Acrobat. Experience with proposal management tools like SharePoint, Deltek, or GovWin is preferred.
Knowledge of federal procurement regulations, including FAR/DFARS, is a plus.

Core Competencies:
Strong organizational and multitasking skills, with the ability to manage tight deadlines and competing priorities.
Excellent verbal and written communication skills, with attention to detail and accuracy.
Team-oriented mindset with the ability to collaborate effectively across departments and with external partners.

Preferred Certifications:
APMP Foundation Certification or similar proposal management training is highly desirable.

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