Proposal Operations Coordinator

🔥 3 minutes ago

⚔️ Virginia – Remote

⚔️ Virginia – Remote

⏰ Full Time

🟢 Junior

🟡 Mid-level

⚙️ Operations

🚫👨‍🎓 No degree required

👻 Ghost score 10%

What it means: the chance that no one is really hiring for this job.How to read it: 60% or higher means we think this is a ghost. Lower scores are less of a worry.How we score it: age, reposts, open roles vs team size, how fast jobs close, and whether pay is listed.Fine print: an estimate from public data, not a judgment of the company. Real jobs can score high, so treat it as a hint, not a fact.

Apply Now

Find Similar Remote Jobs

Xenith Solutions

WebsiteLinkedInAll Job Openings

51 - 200 employees

Founded 2019

💼 Consulting

📣 Marketing

📦 Logistics

Consulting • Marketing • Logistics

Xenith Solutions is a verified Service-Disabled Veteran-Owned Small Business (SDVOSB) that specializes in providing Information Technology solutions and support to address complex business challenges. Founded in 2019, the company draws on a century of combined leadership experience in the Defense and Civilian markets, offering services in cybersecurity, enterprise IT management, and solution development. Their work is centered around delivering mission critical solutions designed to improve operational readiness and efficiency for their clients, including federal and local governments.

📋 Description

• Develop and maintain proposal schedules, milestones, contributor assignments, compliance matrices, and production plans • Coordinate proposal kickoff meetings, working sessions, status meetings, and review activities • Facilitate meetings, establish expectations, and ensure assignments, deadlines, and action items are understood • Monitor contributor progress, follow up on commitments, and identify schedule or resource conflicts • Coordinate professionals across functions and organizational levels without formal supervisory authority • Manage multiple concurrent proposal activities and competing submission deadlines • Identify execution risks and coordinate resolution or escalation • Manage final proposal assembly, quality assurance, production, and submission readiness • Support structured proposal development processes using Shipley or comparable methodologies • Plan and coordinate formal color team reviews, document findings, and track corrective actions • Analyze solicitations and acquisition documents for instructions, evaluation criteria, submission requirements, and compliance obligations • Review content for clarity, consistency, grammar, formatting, completeness, and responsiveness • Identify content gaps, inconsistencies, and compliance issues and coordinate corrections • Prepare and maintain standard corporate proposal sections, administrative responses, and reusable materials • Maintain document configuration control and accurate, complete submissions • Maintain repositories of templates, corporate qualifications, past performance references, approved content, and supporting materials • Improve proposal workflows, checklists, and document management practices • Support post-submission lessons-learned reviews • Apply technology, automation, and approved AI-assisted productivity tools to document analysis, editing, compliance verification, and administrative efficiency

🎯 Requirements

• Minimum of two years of hands-on experience supporting competitive proposal development • Working familiarity with Shipley or a comparable structured proposal development methodology, including formal color team reviews • Direct experience supporting multiple proposal development cycles, including planning, contributor coordination, reviews, production, and submission • Ability to coordinate deadline-driven activities involving multiple contributors with differing responsibilities and priorities • Strong meeting facilitation, organizational, and interpersonal communication skills • Experience developing and maintaining proposal schedules, compliance matrices, assignment trackers, and production documentation • Strong editing, proofreading, and document quality-control capabilities • Proficiency with Microsoft Word, Excel, PowerPoint, and collaborative document management tools • Ability to coordinate geographically distributed contributors and facilitate effective virtual meetings • Ability to work independently, anticipate problems, manage competing priorities, and communicate confidently and professionally with senior personnel • U.S. work eligibility required; Xenith participates in E-Verify • Preferred: three to five years of experience in proposal coordination, proposal operations, or a closely related function • Preferred: experience supporting federal government proposals, particularly within the Department of Defense, Department of Homeland Security, or other federal agencies • Preferred: familiarity with FAR-based solicitations, IDIQ task orders, and small-business federal contracting • Preferred: experience supporting RFIs, sources sought responses, or other federal acquisition submissions • Preferred: experience coordinating Pink Team, Red Team, Gold Team, or comparable structured proposal reviews • Preferred: familiarity with proposal content libraries, past performance repositories, and document configuration management • Preferred: experience supporting multiple concurrent proposal efforts in a deadline-driven environment • Preferred: familiarity with AI-assisted productivity tools and their application to document analysis, editorial quality, and workflow efficiency

🏖️ Benefits

• Fully remote work arrangement • Optional use of Xenith's Leesburg, Virginia office for employees residing nearby • Opportunity for meaningful responsibility and direct interaction with company leadership • Professional development alongside an experienced team • Equal employment opportunities • Reasonable accommodation available during the employment selection process

📊 Check your resume score for this job

Improve your chances of getting an interview by checking your resume score before you apply.

Upload Resume