Proposal Coordinator / Proposal Coordinator Sr. (Dept. of Energy Specific) - AI

Summary

The Proposal Coordinator supports the development, coordination, and submission of proposals in response to federal, state, municipal, and tribal solicitations, with an emphasis on U.S. Department of Energy (DOE) and other civilian agency opportunities. This role works closely with Proposal Managers, Pricing, Business Development, and technical staff to support proposal planning, content development, compliance tracking, production, and submission activities.

The Proposal Coordinator plays an integral role throughout the proposal lifecycle, from initial solicitation review through final delivery, ensuring accuracy, organization, and compliance with solicitation requirements, including DOE-specific formats, evaluation criteria, and submission instructions (e.g., RFPs, FOAs, and RFQs). Responsibilities may include coordinating inputs across technical volumes, maintaining compliance matrices, managing schedules and artifacts, and supporting electronic submissions.

The Senior Proposal Coordinator assumes a higher level of responsibility for complex and high-value proposals, including DOE-funded pursuits, providing leadership in coordination, quality control, and schedule management. This role also supports junior staff and contributes to continuous improvement of proposal processes, tools, and compliance rigor.

The hourly range for this position is dependent upon the level:

Proposal Coordinator - $35.82/hr - $43.70/hr

Proposal Coordinator Sr. - $41.44/hr - 50.97/hr

This position comes with a competitive and comprehensive benefits package, including medical, dental, and vision insurance, life insurance, a 401(k) plan with a 3% match, paid time off (PTO), and company-paid holidays. 

This position will be posted for 5 days or until filled.

 

Essential Duties and Responsibilities (including but not limited to)

All Levels

• Read, interpret, analyze, and support Requests for Qualifications (RFQs), Requests for Information (RFIs), Requests for Proposals (RFPs), Invitations to Bid (ITB), and Indefinite Delivery/Indefinite Quantity (IDIQ) task orders.
• Support proposal development from initial data collection through final delivery, including formatting, editing, writing, and coordinating with staff, teaming partners, consultants, and clients.
• Assist with writing and editing proposal content, including for RFIs, Sources Soughts, and proposals, and be solely responsible for Sources Sought/RFQ/RFI development as assigned.
• Populate forms and coordinate with Contracts on completion of forms requiring Contracts attention. Help to gather artifacts for completion of Contractual, Administrative, and Pricing Volumes, such as financials, Representations & Certifications, and proof of certifications.
• Coordinate with internal staff and external stakeholders (e.g., teaming partners, consultants) to ensure their timely submission of proposal content as delegated.
• Support Proposal Manager(s) and/or other Proposal Coordinator(s) by researching information for proposal responses (e.g., metrics, dates, etc.).
• Maintain proposal and project information/attributes within the Customer Relationship Management (CRM) system as needed.
• Develop or support the creation of tables, charts, and graphics to enhance proposal content.
• Prepare and coordinate past performance submissions and supporting documentation.
• Edit and review draft documents to ensure compliance with solicitation requirements.
• Build proposal 1-sheets for the Business Support Services teams.
• Maintain, organize, and update resources and materials (e.g., resumes, project sheets, standard proposal sections, graphics, etc.) as assigned.
• Review, organize, catalog, and archive proposal materials for future use.
• Support proposal production and delivery, including preparation of final documents and coordination of electronic and/or hard-copy submissions, as required.
• Perform other duties as assigned.

 

Proposal Coordinator Sr.

• Lead coordination of complex and/or high-value proposals, ensuring compliance, schedule adherence, and quality of final deliverables.
• Develop and manage proposal schedules, outlines, and compliance matrices, and monitor progress against deadlines.
• Provide guidance and support to junior Proposal Coordinators and team members, including reviewing work products and assisting with problem-solving.
• Take a lead role in drafting, editing, and refining proposal content, including technical and non-technical sections.
• Serve as a primary point of contact for proposal teams, including internal stakeholders, teaming partners, and consultants.
• Ensure final proposals meet all sol