Proposal Operations Coordinator
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Xenith SolutionsFederal contracting
Fully remote position supporting Xenith's Growth & Strategy team and proposal contributors across multiple locations within the United StatesFull-TimeJunior
Salary not disclosed
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Job Details
- Experience
- Minimum of two years of hands-on experience supporting competitive proposal development. Preferred: Three to five years of experience in proposal coordination, proposal operations, or a closely related function.
- Required Skills
- Microsoft ExcelPowerPoint
Requirements
- Have a minimum of two years of hands-on experience supporting competitive proposal development.
- Have working familiarity with Shipley or a comparable structured proposal development methodology, including formal color team reviews.
- Have direct experience supporting multiple proposal development cycles, including planning, contributor coordination, reviews, production, and submission.
- Demonstrate the ability to coordinate deadline-driven activities involving contributors with different responsibilities and priorities.
- Have strong meeting facilitation, organizational, and interpersonal communication skills.
- Have experience developing and maintaining proposal schedules, compliance matrices, assignment trackers, and production documentation.
- Demonstrate strong editing, proofreading, and document quality-control capabilities.
- Be proficient with Microsoft Word, Excel, PowerPoint, and collaborative document management tools.
- Be able to coordinate geographically distributed contributors and facilitate effective virtual meetings.
- Be able to work independently, anticipate problems, manage competing priorities, and communicate professionally with senior personnel.
- Preferred: Three to five years of experience in proposal coordination, proposal operations, or a closely related function.
- Preferred: Experience supporting federal government proposals, FAR-based solicitations, IDIQ task orders, or federal acquisition submissions.
Responsibilities
- Develop and maintain proposal schedules, milestones, contributor assignments, compliance matrices, and production plans.
- Coordinate kickoff meetings, working sessions, status meetings, and proposal review activities.
- Monitor contributor progress, follow up on commitments, and identify schedule or resource conflicts and execution risks.
- Plan formal color team reviews, prepare participants and materials, document findings, and track corrective actions.
- Analyze solicitations and acquisition documents to identify instructions, evaluation criteria, submission requirements, and compliance obligations.
- Review proposal content for clarity, consistency, grammar, formatting, completeness, and responsiveness.
- Manage final proposal assembly, quality assurance, document configuration control, production, and submission readiness.
- Maintain proposal templates, corporate qualifications, past performance references, approved content, and supporting materials.
- Refine proposal workflows, checklists, and document management practices, and incorporate lessons learned.
- Use approved AI-assisted and other productivity tools for document analysis, editing, compliance verification, and administrative efficiency.
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