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 solicitation requirements, including formatting, branding, and compliance standards prior to submission.
- Identify process improvements and best practices to enhance proposal development efficiency and quality.
- Support training and onboarding of new proposal staff, as needed.
Supervisory Responsibilities
None
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
Minimum Qualifications
All levels
- Associate degree in an applicable discipline.
- Experience may substitute for education on a 1:1 basis.
- Proficiency in Microsoft Office (Word, Excel, PowerPoint, Teams).
- U.S. Citizenship due to federal contract requirements.
Proposal Coordinator
- Two (2) years of work experience (proposals/marketing/writing).
- One (1) year of experience as a Proposal Coordinator.
Proposal Coordinator Sr.
- Five (5) years of work experience (proposals, marketing, writing).
- Four (4) years of experience as a Proposal Coordinator and/or Project Coordinator/ Administrator in a related industry (services, environmental, construction, professional services, etc.).
Preferred Qualifications
- Bachelor’s degree in a related discipline.
- Experience in services, environmental, engineering, or construction-related fields preferred.
- Experience using CRM systems.
- Experience in services, environmental, engineering, or construction-related fields.
- Experience responding to federal, state, municipal, and tribal RFPs.
- Valid Driver’s license with a clean driving record, able to drive company vehicles.
- Proficiency in Adobe Creative Cloud (InDesign, Illustrator, and Photoshop).
- Experience and knowledge of Alaska Native cultures.
Shareholder Preference
Pursuant to PL 93-638, as amended, preference will be given to qualified Ahtna Native Corporation Shareholders, Descendants, and Spouses in all phases of employment.
Core Competencies
- Self-Motivated – Ability to be internally driven to perform a task to the highest standard, while remaining flexible and effective in a team environment.
- Communication – Ability to communicate effectively both verbally and in writing, and to interact with staff at all levels of the company to complete tasks.
- Time Management – Ability to utilize the available time to organize and complete work within given deadlines. Capable of re-prioritizing efforts to meet dynamic workloads and schedule shifts.
- Organization – Ability to remain organized and energetic with the ability to manage multiple competing deadlines.
- Decision Making – Ability to make sound decisions and exercise good judgment while working under pressure.
- Goal Oriented – Ability to focus on a goal and obtain a pre-determined result.
- Detail Oriented – Must be detail-oriented with an emphasis on quality, accuracy, and content.
- Confidentiality – Ability to preserve confidential information.
Physical Demands
The position requires frequent sitting, use of hands and fingers, reaching, speaking, hearing, and vision (close, distance, peripheral, and focus adjustment). The role also involves walking, bending, pushing, pulling, and standing for up to four (4) hours, and occasional lifting of up to 25 pounds.
[Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.]
Work Environment
The work environment characteristics described in this job description are representative of those an employee encounters while performing the essential duties and responsibilities of this job. Work performed in a professional office setting utilizing telephone, computer, and other office equipment. Moderate travel may be required to shareholder communities, subsidiary offices, and other locations as needed.
Work Schedule: Monday - Friday, 8:00 am – 5:00 pm, or as business needs dictate
