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Proposal Coordinator

Proposal Coordinator

Fairfax, VA

Must be U.S. Citizen ​

The Proposal Coordinator establishes consistency and provide administrative support during the proposal development process while working closely with management.  

The Proposal Coordinator's responsibilities include, but are not limited to, the following:

  • Develop proposal templates and ensure proposal components follow client's branding and proposal format guidelines. 
  • Maintain boilerplate folders and documents, including the ability to differentiate between boilerplate and customized language. 
  • Coordination of delivery with FedEx and carrier pickups, labels, and shipment tracking.
  • Assist or lead  compliance checklists, outlines, cross-references matrices, dictionaries, and schedules; provides support for storyboards;  meeting the requirements, schedule, compliance, and quality
  • Assist proposal team in preparation of meaningful text and graphics.
  • Identify and help resolve major writing and production problems.
  • Maintain proposal database tracking proposal volume, win/loss rates, and competitive information for use by management. Organize, create, and facilitate briefings and templates for all meetings associated with proposal and capture activities.
  • Perform research and data mining for reuse material applicable to current proposal submission.
  • Provide administrative, coordination, and communications support to the proposal team to ensure smooth conduct of the proposal effort.
  • Work with proposal professionals and specialists – writers, editors, publisher, and graphics artists – to ensure seamless integration within the overall proposal effort.
  • Create and administer proposal-specific SharePoint websites and shared drives and maintain a library of Business Development documentation on AAST.
  • Participate in proposal process best practices development to be implemented company-wide.
  • Responsible for full management of  CRM, updating, modifying, identifying opportunities, tracking, creating reports as it associates to the client.
  • Write, edit, proof, as needed.


  • BS Degree with 3-5 years of experience as proposal coordinator.
  • Ability to read, understand and extract critical and strategic information from government RFI’s and RFP’s; strategically develop proposal action plan(s) from the RFI and/or RFP and disseminate to all involved staff; effectively communicate the RFI and RFP’s core ingredients to client staff; coordinate multiple proposal responses simultaneously; function as part of the team
  • Desktop publishing skills preferred
  • Able to lead meetings and provide presentations to internal staff, customers and partners
  • Advance knowledge of Microsoft Office and SharePoint, GoToMeeting, CRM
  • Shipley Certification highly desired or other formal proposal training
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