Proposal Assistant Jobs in Ohio (NOW HIRING)

Description

About the Company:

Etegent Technologies is a defense-focused technology company with offices in Beavercreek and Blue Ash, OH. We are a multi-disciplinary team of engineers, scientists, and management professionals dedicated to developing and commercializing AI/ML/Software solutions that address our customers' most significant challenges and opportunities. 

Most important to us are our culture and values. Etegent's culture embodies respect, authenticity, collaboration, flexibility, curiosity, and fun. 

The Position:

The Proposal Manager reports to the Director of Business Development and oversees the proposal process, builds relationships and communicates with key stakeholders related to the proposal development, ensures proposals align with internal processes, and serves as the primary owner to ensure compliant, high-quality proposal submissions.

The Proposal Manager develops and executes win themes, messaging, and other strategies to capture customer interest through clear and credible communication in the proposal document. The Proposal Manager prepares, writes, and edits our proposals, and plays a significant role in their support of our business strategy and execution of winning new business. This role will also be responsible for owning a variety of document types including various proposal volumes (technical, management, cost, etc.) and response formats (requests for information (RFIs), whitepapers, quad-charts and others).

This role requires experience with structured technical proposal processes, technical writing and editing to produce winning proposals and familiarity with government proposal requirements.

Job Responsibilities:

Proposal Process Management:

• Initiate, manage and own proposal efforts and process for assigned opportunities to include proposals, whitepapers, and RFI responses.
• Analyze solicitation documents (RFPs, SBIR topics, RFIs, etc.) and clearly summarize and track requirements for the proposal team.
• Participate in bid/no-bid discussions and opportunity selection with leadership.
• Collaborate with leadership to identify required technical partner roles for each opportunity.
• Develop and enforce proposal outlines, compliance checklists, and milestone schedules.
• Establish and manage the proposal documentation/communication (Slack channels, SharePoint folders, document structure, tracking tools).
• Lead proposal kickoff meetings and conduct regular check-ins with the proposal team.
• Coordinate with internal engineers and technical stakeholders to gather solution inputs and required information.
• Create and maintain proposal-compliant templates for the technical team to use for the proposal process.
• Work closely with Contracts, Finance, and Engineering to complete required forms and certifications.
• Own the development of cost volumes working closely with Contracts, Finance, and Engineering as required for proposal submissions.
• Ensure proposals are compliant with solicitation requirements and submitted on time.
• Coordinate multi-stage internal reviews and implement edits prior to submission.
• Maintain version control and ensure a cohesive, well-polished, and unified final product.
• Keep stakeholders informed of proposal status, risks, and decision outcomes.
• If awarded, coordinate with Contracts and Engineering to support contract negotiations and transition to project execution.

Technical Writing:

• Serve as lead author for technical proposals and documentation efforts.
• Consult with engineering and translate SME input into clear, compliant, and persuasive narratives.
• Develop structured outlines that align with evaluation criteria.
• Conduct research necessary to strengthen proposal positioning.
• Integrate multiple contributor inputs into a cohesive "one-voice" document.
• Ensure consistency in tone, formatting, and messaging throughout submissions.
• Revise and refine drafts based on stakeholder feedback.
• Support capture strategy development through content planning and technical positioning.

Proposal Metrics & Knowledge Management:

• Maintain CRM records on multiple proposals, proposal stages, and key data points.
• Track win rates, debrief feedback, and Bid & Proposal hours.
• Assist in defining and implementing key metrics for measuring proposal effectiveness.
• Develop and maintain a library of boilerplate materials (resumes, bios, past performance, facilities info, certifications, etc.).
• Maintain a centralized document repository and version control system for proposals and related documents.
• Support IP protection efforts (NDAs, teaming agreements, data rights assertions, prior IP documentation).

External & Strategic Engagement:

• Attend customer and partner meetings as needed.
• Participate in any relevant capture planning activities and technical strategy discussions.
• Conduct primary and secondary market research to support opportunity positioning.
• Provide proposal writing guidance and informal training to internal contributors.
• Attend relevant industry webinars and events related to capture and proposal processes.

Requirements

Required Qualifications:

• 4+ years of experience supporting federal proposal efforts (DoD preferred).
• Demonstrated technical writing experience for government proposals.
• Experience coordinating with technical engineers in a proposal environment.
• Understanding of federal solicitation structures and compliance requirements.
• Ability to manage multiple deadlines and contributors simultaneously.
• Exceptional written/verbal communication skills.
• Exceptional planning/organization skills.
• Proficiency in Microsoft Office and document collaboration tools.
• High-level understanding of AI/ML, computer vision and software technology areas.

Preferred Qualifications:

• Experience supporting SBIR/STTR proposals.
• Familiarity with FAR/DFARS requirements.
• Experience in a small-business federal contracting environment.
• APMP certification.
• Experience with (or exposure to) government-side proposal evaluations, source selection, and acquisitions processes.

Key Attributes:

• Technical fluency and strong writing capability.
• Independent self-starter with strong ownership and accountability.
• Process-oriented without being bureaucratic.
• Ability to lead cross-functional technical teams.
• High attention to detail and compliance discipline.
• Strong organizational and time-management skills.
• Clear communicator across engineering and leadership teams.