Proposal Coordinator

This is a remote position.

Ad Hoc is a digital services company that helps the federal government better serve people. Our teams use modern, agile methods to meet the needs of our users while closing the gap between consumer expectations and government.

Work on things that matter

Our teams connect Veterans with services designed for their needs, help millions of people access affordable health care, and support important programs like Head Start. As we work with agencies to deliver critical services, we’re also changing how the government thinks about and uses technology.

Built for a remote life

Ad Hoc is remote-first and remote-always. We’ve designed our culture, communications, and tools to support a nationwide team. Being remote allows Ad Hoc to bring the best people onto our teams and give them the freedom to create a work environment that fits their lives. Maybe you need to adjust your schedule to care for your family or take a bike ride. At Ad Hoc, that’s welcomed.

Committed to high expectations and a welcoming culture

Ad Hoc values acceptance, accountability, and humility. We aren’t heroes. We leave our egos at the door to learn from our mistakes and improve the process for the next time. We build small, inclusive teams to bring the best of consumer technology to the problems of government.

About The Role

The Proposal Coordinator for our Growth team will manage all administrative aspects of proposal development. This includes ensuring the security and integrity of all proposal documentation, coordinating the review process, and assisting in producing the final proposal. They will support the Proposal Managers, Writers, and Director through all phases of the proposal lifecycle.

Key Responsibilities Include (but Are Not Limited To)

• Ability to work independently
• Support Proposal Managers in preparing and maintaining documentation for managing the proposal, including:
• Schedule
• Annotated outline
• Data calls
• Supporting artifacts
• Notes/agendas/documentation for stand-up meetings, color team reviews, and internal pricing/staffing/solutioning sessions.
• Coordinate and schedule events and send invitations using Slack and the Google Calendar.
• Maintain a Bid Operations calendar, recording all current proposal milestones.
• Maintain Ad Hoc’s past performance, proof points, and boilerplate repository and make ongoing updates to past performance writing.
• Manage the production of draft and final text and graphics for proposals by coordinating with writers/graphic designers in alignment with color team reviews/schedules.
• Support Proposal Managers in developing review team evaluation packages and record, disseminate, and track accepted recommendations.
• Participate in reviews to ensure proposal compliance with the solicitation (RFP, RFI, etc.) and submission instructions, coordinating and participating in comprehensive compliance reviews from RFx release through the various color teams and awards.
• Support the development of proposal-related training.
• Perform other duties as assigned
  
  

Location:

• You will work remotely as part of a close-knit, dynamic, highly collaborative team.
• Required Experience/Skills/Traits:
• Bachelor's degree or equivalent professional experience
• 5 years of experience in government contracting, ideally in a proposal support role within the professional services sector.
• Detail oriented, organized, and able to manage multiple simultaneous workstreams with firm deadlines.
• Ability to work independently.
• Ability to be part of a highly collaborative team.
• Ability to produce documents that comply with customer requirements.
• Familiarity with federal procurement, government contracts, and regulations, ideally in a proposal management role in the services sector
• Ability to read, write, and speak English at the level of a native speaker.
  
  

Preferred Experience/Skills

• Government proposal experience
• Experience with APMP & Shipley
• Experience working remotely
• Ability to use Slack, Google Suite, MS Office Suite, and Adobe Acrobat Pro.
• Ability to easily learn additional software/apps, including AI proposal software, Salesforce, Trello, and GovWin, and accessibility techniques to ensure proposals are accessible.
  
  

To learn more about working at Ad Hoc, please visit: https://adhocteam.us/join/

Benefits

• Company-subsidized Health, Dental, and Vision Insurance
• Use What You Need Vacation Policy
• 401K with employer match
• Paid parental leave after one year of service
  
  

Ad Hoc LLC is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, ancestry, sex, sexual orientation, gender identity or expression, religion, age, pregnancy, disability, work-related injury, covered veteran status, political ideology, marital status, or any other factor that the law protects from employment discrimination.

In support of the Colorado Equal Pay Transparency Act, and others like it across the country, Ad Hoc job descriptions feature the starting range we reasonably expect to pay to candidates who would join our team with little to no need for training on the responsibilities we've outlined above. Actual compensation is influenced by a wide range of factors including but not limited to skill set, level of experience, and responsibility. The range of starting pay for this role is $75,000 -$85,000. Our recruiters will be happy to answer any questions you may have, and we look forward to learning more about your salary requirements.

Job reference: PROPO001765