What are the responsibilities and job description for the Proposal Coordinator position at Advanced IT Concepts LLC?
Proposal Coordinator (DoD/Government Contracting)
Location: Reston, VA (Remote)
Department: Business Development & Capture
Reports To: Sr. Proposal Manager
Company Overview
Advanced IT Concepts (AITC) is a rapidly growing engineering and technology services company supporting Department of Defense (DoD) and federal government customers. Our expertise spans systems engineering and integration, test and training systems, enterprise IT services, cybersecurity, and mission-focused professional services. We deliver end-to-end solutions that support complex operational and training environments across the defense enterprise.
Advanced IT is an ISO 9001:2015 certified organization, operating under a disciplined quality management framework that ensures consistent delivery, continuous improvement, and customer satisfaction. All employees are trained in and required to adhere to Advanced IT’s established quality standards, policies, and procedures to ensure reliable, compliant, and high-quality performance across all programs and projects.
Job Summary
Do you thrive on being in the center of the process, keeping teams organized, current, and accountable? We are seeking a detail-oriented, high-energy Proposal Coordinator to join our Business Development team. You will be the "air traffic controller" for the proposal lifecycle, ensuring every moving part—from technical writing to compliance matrices—lands perfectly and on time.
This role is central to our success in the federal DoD marketplace. The ideal candidate understands that a DoD proposal isn't just a document; it’s a high-stakes project requiring meticulous organization, a firm grasp of the FAR/DFARS, and the ability to keep diverse teams focused under tight deadlines.
We’re looking for someone who takes ownership, communicates clearly, and enjoys working with smart, driven teams to deliver high-quality proposals under pressure. This role requires someone who can keep multiple moving parts organized, communicate clearly with technical and executive stakeholders, and maintain momentum when proposal timelines accelerate. To be successful, you must be experienced and comfortable with keeping the proposal process moving through:
- Chasing inputs
- Keeping writers accountable
- Spotting compliance gaps
- Reminding people about page limits
- Escalating issues early
- Preventing schedule collapse
Key Responsibilities
- Ability to stay organized and maintain a professional, solutions-based attitude during fast-paced proposal cycles and tight deadlines.
- Perform continual active RFP/RFQ surveillance, including distribution of Q&As and modifications.
- Lead the administrative aspects of the proposal and capture processes, including teaming agreement and data call coordination, kickoff meetings, color team reviews (Pink, Red, Gold), and final production.
- Support the deconstruction of RFPs/RFQs to create compliance matrices and proposal outlines that ensure every "shall" statement is addressed.
- Take ownership of proposal schedules, proactively tracking actions and following up with contributors to ensure internal milestones are met.
- Manage the proposal workspace (SharePoint, Teams, SalesForce, and Preveil), maintaining version control and ensuring security protocols for sensitive data are followed.
- Format complex documents to meet strict RFP requirements regarding margins, fonts, and page limits.
- Support final production and submissions activities to ensure a compliant, polished proposal package.
- Coordinate responses to Evaluation Notices (ENs) and maintain a library of "evergreen" content (past performance, resumes, and corporate capabilities).
Required Qualifications
- Bachelor’s degree in English, Communications, Business, or a related field, or equivalent professional experience.
- 3 years of experience in federal proposal coordination, specifically supporting DoD contracts.
- Expert-level proficiency in Microsoft Word (Styles, Templates, Tables) and Adobe Acrobat Pro.
- Solid understanding of the Shipley Proposal Process and familiarity with FAR/DFARS requirements.
- Exceptional verbal and written communication skills
- Comfort with "herding cats," holding senior personnel and stakeholders accountable to deadlines, and elevating schedule and performance issues to the Sr. Proposal Manager before they become serious.
- Ability to obtain (or current possession of) a Secret security clearance is highly preferred.
Compensation
Salary and benefits will be commensurate with experience, expertise, education, and potential. We offer our employees competitive compensation and a comprehensive benefits package.
Advanced IT provides equal employment opportunity (EEO) to all employees and applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability status, genetic information, marital status, ancestry, protected veteran status, or any other characteristic protected by applicable federal, state, and local laws and offers equal opportunity for VEVRAA Protected Veterans. Advanced IT, will not discriminate against employees and job applicants who inquire about, discuss, or disclose compensation information.