Federal Proposal Coordinator

1 month ago

Silver Spring, United States ITegrity, Inc. Full time
Job DescriptionJob Description

Job Summary:

The Federal Proposal Coordinator is responsible for assisting the Proposal Team to manage and coordinate the entire proposal development process for federal government contracts. This role ensures that all proposals are compliant, high-quality, and submitted on time. The ideal candidate will have a strong willingness to learn or understand the federal procurement processes, exceptional organizational skills, and the ability to work collaboratively with cross-functional teams.

Key Responsibilities:

Proposal Development & Management:

  • Assist in the coordination and management of the proposal development process from inception to submission, ensuring all deadlines are met.
  • Organize and facilitate proposal kickoff meetings, setting timelines, responsibilities, and milestones.
  • Develop proposal outlines and compliance matrices based on RFP requirements.
  • Assist in the creation and review of proposal content, ensuring clarity, consistency, and compliance with RFP requirements.
  • Collaborate with subject matter experts (SMEs), writers, and graphic designers to produce high-quality proposals.
  • Maintain version control of proposal documents and ensure all changes are tracked.

Compliance & Quality Assurance:

  • Review RFPs, RFIs, and RFQs to identify compliance requirements and critical submission criteria.
  • Ensure proposals adhere to federal regulations, company standards, and client-specific guidelines.
  • Conduct detailed compliance checks on all proposal submissions to verify adherence to all solicitation requirements.
  • Perform quality assurance reviews, including proofreading and editing for grammar, style, and accuracy.

Communication & Coordination:

  • Act as the central point of contact for all proposal-related communications and inquiries.
  • Facilitate communication between proposal team members, including SMEs, capture managers, and external partners including data calls and action tracking.
  • Schedule and coordinate proposal review meetings, including color team reviews (e.g., Pink, Red, Gold Teams).

Documentation & Record Keeping:

  • Organize and maintain a repository of proposal documents, templates, past proposals, and related materials for future use.
  • Document lessons learned from each proposal effort and implement process improvements for future submissions.
  • Maintain accurate records of all proposal activities, submissions, and outcomes for reporting purposes.

Time Management & Scheduling:

  • Develop and manage proposal development schedules, ensuring all tasks are completed on time.
  • Identify and mitigate potential risks to proposal timelines, adjusting plans as necessary.

Qualifications:

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

Experience: Minimum of 2 years of experience in federal proposal coordination, management, or a related field.

Skills:

  • Understanding of federal procurement processes and RFP/RFI/RFQ requirements.
  • Excellent organizational, time management, and multitasking skills.
  • Exceptional attention to detail and ability to ensure compliance with complex requirements.
  • Proficiency in proposal management software and tools, including Microsoft Office Suite and Adobe Acrobat.
  • Strong communication and interpersonal skills, with the ability to work collaboratively in a fast-paced environment.
  • Ability to manage multiple proposals simultaneously and meet tight deadlines.
  • Proficiency in working with SharePoint and or Google Enterprise Suite

Desired

  • Knowledge and experience in Shipley Proposal Methodology
  • Experience developing business process graphics

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