Proposal Coordinator

Proposal Coordinator

LOCATION: Remote-US

JOB STATUS: Full-time

CLEARANCE: Ability to Obtain If Needed

TRAVEL: As Needed

Astrion has an exciting opportunity for a detail-oriented and highly organized Proposal Coordinator to support the development of compliant, compelling, and competitive proposals in the defense and national security sector. The Proposal Coordinator contributes to the planning coordination, and compliance of proposal activities, exercising independent judgement in managing schedules, ensuring version control, and surfacing risks that could impact proposal quality and timeliness. The Proposal Coordinator manages assigned aspects of the proposal lifecycle to support delivery of compliant, compelling, and competitive submissions with a strong outcome orientation.

REQUIRED QUALIFICATIONS / SKILLS

• Education & Experience
  • Bachelor’s degree preferred (Business, Communications, English, or related field), with demonstrated ability to apply analytical skills in proposal coordination or Federal acquisition contexts.
  • 2–5 years of experience in proposal coordination or related roles within the Federal contracting space.
  • Exposure to DoD or Federal acquisition processes highly desirable.
  • APMP Certification preferred.
• Technical & Professional Skills
  • Proficiency with collaboration and compliance tools (SharePoint, Teams, Adobe Acrobat) and an eagerness to leverage AI-enabled tools for efficiency and quality improvement.
  • Strong organizational skills with the ability to independently analyze and evaluate inputs for compliance and quality.
  • Ability to independently analyze and evaluate inputs for compliance and quality, and recommend corrective actions.
  • Familiarity with Shipley methodologies and APMP best practices.
• Collaboration & Communication
  • Ability to work effectively with cross-functional teams, partners, and subcontractors.
  • Comfortable coordinating under pressure and escalating issues to the Proposal Manager as needed.
• Other Requirements
  • U.S. citizenship required; ability to obtain a clearance may be needed depending on program requirements.

RESPONSIBILITIES

• Proposal Process & Compliance Coordination
  • Partners with Proposal Managers in the development and maintenance of proposal schedules, compliance matrices, outlines, and annotated outlines.
  • Manage proposal repositories (SharePoint, Teams) to ensure version control and document security.
  • Independently monitor progress against proposal milestones and proactively surface risks or delays; recommend corrective actions.
  • Lead coordination of logistics for kickoff meetings, daily standups, color team reviews, and executive reviews.
• Collaboration & Coordination
  • Central point of contact for all proposal contributors, including SMEs, subcontractors, and partners, issuing and tracking data calls.
  • Oversee the integration of inputs from multiple contributors, ensuring compliance and completeness.
  • Document decisions and risks in meeting notes, synthesizing information into clear actions.
  • Maintain a bias for action, following up on task owners, surfacing risks early, and ensuring deadlines are met.
  • Drive consistent communication across proposal team members, ensuring alignment and timelines.
• Content & Compliance Support
  • Prepare response outlines, templates, and boilerplate materials in alignment with RFx requirements.
  • Contribute to drafting and formatting non-technical sections (e.g., resumes, past performance, org charts).
  • Support the collection, review, and submission of questions to the customer.
  • Verify that documents adhere to compliance requirements and formatting standards.
• Production & Delivery
  • Coordinate with Graphic Artists and Writers for formatting, graphics integration, and production readiness.
  • Manage assigned aspects of final assembly, conducting quality checks to ensure compliance with RFx requirements.
  • Conduct quality checks to confirm version integrity and compliance before submission.