At CollabraLink, we’re committed to Creating a Modern, Digital Government. Using advanced technology, rigorous processes and trusted guidance, we’re making government more interactive, productive and secure. We understand that our employees are our greatest asset. Our goal is to create an environment where employees can do important, purposeful work and be rewarded for individual and team success.

CollabraLink is seeking a Proposal Coordinator to join our team. The Proposal Coordinator is responsible for all administrative aspects of proposal development, ensuring security and integrity of all proposal documentation. The Proposal Coordinator also supports all phases of proposal development, including coordinating internal flow and review of proposal inputs, and assisting in production of the final proposal. This person works closely with Proposal Managers, Proposal Writers, Business Development Leads, and Contracts Department. Responsibilities and duties include (but are not limited to):

Responsibilities:

• Creates and maintains proposal support files, including but not limited to kick off decks, meeting minutes, past performance information templates, résumé templates, and questions templates
• Assists proposal management with compliance matrices/outlines to ensure compliance with RFP formatting and structure requirements; updates outlines based on RFP amendments and feedback from technical teams (as necessary) Assists with quality assurance checks to ensure proposals meet all RFP compliance requirements
• Ensures all necessary proposal documentation (solicitation documents, submitted proposal volumes, etc.) are uploaded to the necessary SharePoint opportunity folders
• Serves as a SharePoint Administrator; maintains proposal file organization and access to ensure proposal documentation security and integrity; maintains electronic file structure and archive, coordinating team member access/permissions; and sets up virtual space for documentation development and all working files
• Reviews RFP materials for questions and content requirements
• In coordination with the Proposal Managers, builds proposal templates, working documents, draft compliance matrices, and proposal outlines based on RFP requirements, ensuring compliance and quality
• Assists with preparing color review documents by consolidating writer inputs into one cohesive review document
• Reviews RFP for proposal print production guidelines and is responsible for any print production, reproduction, and binding/packaging of final master proposal documentation (for hard copy submissions, if applicable)
• Maintains all proposal-related templates and process/instructional documentation (e.g., master proposal templates, Style Guide, Proposal Checklist, etc.)
• Monitors proposal deadlines (both internal and external) to ensure they are met.
• Communicates deadlines and timing of respective responses/documents throughout the process
• Attends meetings, take notes as necessary, and tracks assignments
• Develops a Proposal Information Sheet highlighting proposal requirements in a quick desk reference handout; updates Proposal Information Sheet with requirements included in RFP amendments/Q&A documents
• Manages/maintains corporate proposal content library (past performance, corporate résumés, boilerplate content, customer kudos, etc.) and updates boilerplate content tracker accordingly
• Consolidates any department-wide proposal efficiencies at the end of each calendar year
• Searches databases and provides relevant resources to writers to assist in content development as needed
• Acts as backup Junior Proposal Manager or Proposal Editor as needed
• Other duties as directed by the Proposal Managers or Proposal Director.

Required Experience (including Education and Certifications):

• Bachelor’s Degree, preferably in Communications or English, or Associates degree with 3 years of professional experience in a proposal related field.
• Minimum of 3 years of experience in proposal-related field Flexibility to work evenings and weekends as needed during busy periods
• Expert in MS Word and working knowledge of other MS Office business applications; able to create, utilize, and manage MS Word templates, styles, formatting, and referencing functions
• Working knowledge of SharePoint
• Working knowledge of Adobe Acrobat Professional
• Extreme attention to detail;
• Demonstrated organizational skills
• Ability to manage and prioritize concurrent tasks
• Ability to work in a fast-paced, dynamic environment
• Excellent interpersonal, communication, and team-building skills
• Sound business ethics including the protection of proprietary and confidential information
• Ability to work with all levels of internal staff, from administrative support to senior executives
• Excellent problem-solving skills with the ability to analyze situations, identify existing or potential problems, and recommend solutions
• Superior interpersonal skills including courtesy, professionalism, and a “do whatever it takes attitude”
• Willingness to work occasional overtime
• Ability to work independently and effectively under pressure and within stringent deadlines

Preferred Experience:

• Working knowledge of Salesforce platform 
• Working knowledge of Adobe Illustrator
• Experience with proposal management tools such as RFPIO or Visible Thread 

CollabraLink is a fast-growing Digital Transformation Firm also voted as one of the Washington Post Top Workplaces in 2020 and 2021. Founded in 2003, CollabraLink has long established ourselves as a value-add partner assisting our customers in solving their most difficult problems. We bring expertise across a wide variety of IT and Mission Support services driving significant results for our customers.

We actively practice the philosophy that empowered employees make successful teams. That’s why we strive to put employees in positions where they can grow, both personally and professionally. CollabraLink offers a full suite of benefits including comprehensive medical, dental and vision plans, Flexible Spending Accounts, matching 401K, paid time off, tuition reimbursement plans and much more.

COVID-19 continues to significantly impact our neighborhoods, families and employees. CollabraLink is taking action to address the increased risk that the COVID variants pose in the workplace and our communities. As a federal contractor and in conjunction with Executive Order 14042, we are requesting that all newly hired employees be fully vaccinated prior to their start date. Federal guidance allows for accommodations with respect to the executive order and will be considered.

CollabraLink is an Affirmative Action and Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.