Entry Level Proposal Manager Jobs in Virginia (NOW HIRING)

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Full Time Mission Support Herndon, VA, US

Business Development Operations Analyst

Position Type:Full-Time, Exempt

Work Location:Herndon, VA - Remote

Shift:40 hours per week, Monday through Friday

Clearance:U.S. citizenship required, with the ability to obtain and maintain a U.S. government security clearance

Patriot Group International LLC (PGI), voted #1 Best Place to Work by Virginia Business Magazine and Best Companies Group, provides specialized security and risk management services by combining operational experience from special operations, intelligence, and security professionals.

PGI is hiring a Business Development Operations Analyst to support the growth of our defense, intelligence, and critical infrastructure portfolio. This is a full-time permanent role based in our Herndon, VA office. This position reports to the Vice President of Business Development, with a dotted line to the Proposal Manager.

The Business Development Operations Analyst keeps PGI's growth data accurate and the growth rhythm running on schedule. This is an entry level to early career role built for someone who is organized, curious about how systems and data fit together, and interested in learning the government contracting business from the inside.

Day to day, the Analyst maintains the opportunity pipeline and CRM records, builds and improves the Smartsheet workflows, forms, and dashboards that the business development team runs on, prepares recurring reports and gate review materials, and coordinates the meetings where opportunity decisions get made. The role also provides light production support to the Proposal Manager during active pursuits.

Strategy, capture planning, pricing, and proposal authorship sit with the senior business development and proposal staff this role supports. No prior proposal experience is required, and the selected candidate will be trained on PGI's gate process, tools, and reporting standards.

Pipeline and CRM Data Management (approximately 30 percent)

• Maintain accurate and current records for all opportunities, contacts, accounts, teaming partners, and pursuit activity in the CRM and pipeline system.
• Apply the established data standards, naming conventions, required fields, and stage definitions so that pipeline reporting stays consistent and trustworthy.
• Monitor federal and commercial opportunity sources, including SAM.gov, GovWin, agency forecasts, and customer specific portals, and log qualified opportunities with complete information.
• Reconcile pipeline records against contract, finance, and program data, and ___ any discrepancies to the opportunity owner for resolution.
• Track key dates such as RFI release, draft RFP, RFP release, question deadlines, submission deadlines, award dates, and option period expirations, and send proactive reminders to the owners of each pursuit.

Workflow Automation and Data Integrity (approximately 25 percent)

• Build, maintain, and improve the workflows, forms, sheets, and automations that support the business development gate process in Smartsheet or the designated workflow platform.
• Configure and troubleshoot automated alerts, approval requests, update requests, and reminders so that opportunity owners are prompted without manual follow up.
• Ensure data accuracy and integrity across connected sheets, backend workflows, aggregated data sheets, and front end dashboards.
• Test changes before release, document how each workflow is configured, and maintain a simple change log so the environment stays supportable by more than one person.
• Identify manual or repetitive steps in the current process and propose automation improvements to the Vice President of Business Development.

Reporting, Dashboards, and Scorecard Support (approximately 20 percent)

• Produce recurring pipeline reports and metrics, including pipeline value by stage, win rate, capture rate, submission volume, cycle time by gate, and proposal on time performance.
• Build and maintain dashboards that give leadership a current pipeline view without anyone having to reconstruct the data by hand.
• Gather source data from solicitations, market research tools, award history, and internal stakeholders to populate opportunity scorecards and bid decision templates for review by the capture lead.
• Assemble gate review packages by pulling inputs from capture, program, finance, and contracts into a single package ahead of each gate.
• Prepare pipeline roll ups and reporting inputs that support quarterly and annual planning cycles.
• Maintain the competitor and teaming partner reference file, keeping records current as business development leads supply new information.

Gate Process and Meeting Coordination (approximately 15 percent)

• Serve as the day to day coordinator for the business development gate review process, tracking where each opportunity sits and what is required to move to the next gate.
• Maintain the gate checklists and required artifacts for each stage, and follow up with opportunity owners on missing items and approaching deadlines.
• Flag opportunities that are stalled, incomplete, or nearing a decision deadline to the Vice President of Business Development.
• Schedule gate reviews, pipeline reviews, capture syncs, and lessons learned sessions, prepare the agendas, and distribute materials in advance.
• Capture minutes, decisions, and action items, then track those actions to closure with the assigned owners.

Proposal Production Support (approximately 10 percent)

• Support the Proposal Manager with kickoff logistics, schedule tracking, and status updates on assignments and deliverables.
• Build document shells from the approved outline and apply document formatting, styles, and page limit requirements.
• Manage proposal document control, version control, file structure, and the shared drive or SharePoint environment for each pursuit.
• Consolidate review comments into a single tracked log and follow the resulting decisions to closure.
• Track the status of teaming agreements, non disclosure agreements, letters of intent, and subcontractor data calls, and follow up on outstanding signatures and returns.

• Bachelor's degree in business, data analytics, information systems, communications, or a related field, or an equivalent combination of education and experience.
• One to three years of experience in an operations, analyst, coordinator, or administrative support role, including internship experience.
• Working proficiency with Microsoft Excel, including sorting, filtering, formulas, and pivot tables, along with Word, PowerPoint, and SharePoint.
• Demonstrated comfort learning new software platforms and working in a data driven environment.
• Strong attention to detail and the ability to maintain accurate records across multiple concurrent efforts.
• Excellent organizational and time management skills, with the ability to manage competing deadlines.
• Strong written and verbal communication skills, including the confidence to follow up with senior stakeholders on outstanding items.
• A high level of confidentiality and discretion, and the ability to protect PGI proprietary and personnel information.
• Ability to work with limited supervision in a fast paced environment.
• U.S. citizenship and the ability to obtain and maintain a U.S. government security clearance.
• Ability to pass a pre-employment drug screen, periodic random drug screening, and a background check.

• Hands on experience building sheets, forms, dashboards, or automations in Smartsheet.
• Familiarity with Smartsheet premium add ons such as Bridge, Dynamic View, Pivot App, Calendar App, DataMesh, and Data Shuttle.
• Experience with a CRM platform such as HubSpot or Salesforce, or with reporting tools such as Power Query, Power BI, or comparable automation tools.
• Familiarity with opportunity research tools such as GovWin, SAM.gov, FPDS, and USASpending.
• Exposure to government contracting, the federal acquisition lifecycle, or proposal operations.
• Interest in physical security, protective services, technical security, or critical infrastructure protection markets.
• Active security clearance, or prior eligibility for one.
• Willingness to obtain APMP Foundation certification within the first year.

Patriot Group International LLC. is a global mission support service provider with expeditionary capabilities, providing services to select clients within the intelligence, defense, and private sectors. PGI is a veteran owned and operated company with experience performing in over 50 countries, including austere and high threat environments.

Patriot Group International LLC is proud to be an Affinitive Action and Equal Opportunity Employer. PGI provides equal employment opportunity for all persons in all facets of employment. PGI maintains a drug free workplace and performs pre-employment substance abuse testing and background checks.

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