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Senior Proposal Coordinator

Position Summary

As the Senior Proposal Coordinator, you will play a key role in planning, coordinating, and executing competitive proposals for federal, state, and local government clients. Working closely with the Proposal Team, Capture and Business Development, Marketing, and Business Sector leadership, you will help manage proposal efforts from initial solicitation review through final submission.

The Senior Proposal Coordinator is responsible for maintaining proposal schedules, coordinating cross-functional contributors, managing proposal content and compliance requirements, and ensuring high-quality, timely submissions. This role requires a highly organized, proactive professional who can manage multiple concurrent proposals, anticipate project needs, identify risks, and drive activities forward with minimal supervision.

The ideal candidate is an excellent communicator and project coordinator with strong attention to detail, sound judgment, and the ability to work effectively under tight deadlines. The Senior Proposal Coordinator will serve as a key point of coordination across internal teams and external partners and will be expected to take ownership of assigned proposal activities while contributing to continuous improvements in proposal processes and best practices.

Position Details

Reports to: Manager, Proposals

Location: Remote

Position Type: Full-time

FLSA Status: Non-exempt

Pay: Hourly

Compensation: Commensurate with experience

Travel: 0-10%

Essential Job Functions

• Coordinate the development and submission of proposals for federal, state, and local government clients, supporting Proposal Leads, Capture Managers, Business Development, and sector leadership throughout the proposal lifecycle.
• Take ownership of assigned proposal activities and serve as a primary point of coordination for proposal schedules, action items, deliverables, and deadlines.
• Establish and maintain proposal workspaces, schedules, compliance trackers, and other proposal management tools; ensure proposal and opportunity information remains accurate and current in the CRM.
• Review RFPs, RFIs, RFQs, amendments, and related solicitation documents to identify submission requirements, evaluation criteria, critical dates, risks, and areas requiring clarification.
• Develop and maintain proposal compliance matrices and checklists to ensure all requirements are addressed accurately and completely.
• Support the development and management of proposal schedules, including coordinating milestones, color-team reviews, data calls, production activities, and final submission requirements.
• Coordinate the completion, review, and finalization of required forms, certifications, representations, and other contractual documentation, working with corporate resources as necessary for signatures, notarization, and approvals.
• Coordinate with internal subject matter experts to develop, update, format, and tailor resumes, project descriptions, past performance information, and other proposal content.
• Coordinate data calls and proposal inputs with subcontractors and teaming partners, track outstanding information, and follow up to ensure timely receipt of required materials.
• Leverage generative AI and other technologies to enhance proposal research, content development, editing, compliance reviews, workflow efficiency and overall proposal quality while applying sound judgment regarding accuracy, confidentiality, and responsible AI use.
• Conduct quality control reviews of proposal materials for compliance, completeness, consistency, formatting, and adherence to solicitation requirements and internal standards.
• Participate in and support proposal review sessions, including coordinating review materials, documenting comments, tracking resolutions, and helping ensure feedback is incorporated into final proposal content.
• Schedule, facilitate, and document proposal meetings, including developing agendas, capturing decisions and action items, and following up with responsible team members.
• Collaborate with Marketing and Communications personnel to ensure proposal graphics, templates, branding, and other visual elements effectively support the overall proposal strategy and comply with submission requirements.
• Coordinate proposal production and submission activities, including electronic and hard-copy production, printing, binding, packaging, courier services, and delivery requirements.
• Monitor proposal deadlines and proactively identify potential schedule, resource, or compliance risks; escalate issues and recommend solutions as appropriate.
• Maintain organized proposal files and documentation in accordance with established processes and records-management requirements.
• Contribute to the development and continuous improvement of proposal processes, templates, tools, and best practices to improve efficiency, quality, and consistency across proposal efforts.
• Provide guidance and coordination support to less-experienced proposal team members as assigned.
• Support post-submission activities, including debriefing preparation, lessons learned, proposal archive maintenance, and other activities that contribute to continuous improvement.
• Perform additional proposal, business development, and project coordination responsibilities as assigned.

Minimum Job Requirements

• 8+ years of experience supporting proposal development, business development, project coordination, grant development, marketing, or a related function in a deadline-driven environment.
• Experience developing proposals for federal, state, and/or local government clients.
• Bachelor's degree in English, Communications, Marketing, Journalism, Business, Public Administration, Political Science, or a related field; equivalent professional experience may be considered.
• Demonstrated experience coordinating complex projects with multiple stakeholders, competing priorities, and short deadlines.
• Experience reviewing and interpreting RFPs, RFQs, RFIs, grants, or other solicitation documents and translating requirements into actionable tasks.
• Strong understanding of proposal development processes, including compliance, content coordination, reviews, production, and submission.
• Highly organized and detail-oriented, with demonstrated ability to manage multiple concurrent assignments while maintaining accuracy and quality.
• Excellent written and verbal communication skills, with the ability to communicate effectively with executives, subject matter experts, technical personnel, subcontractors, and other stakeholders.
• Demonstrated ability to independently prioritize work, anticipate project needs, identify issues, and drive tasks to completion with minimal supervision.
• Strong interpersonal and collaboration skills, with the ability to build productive relationships across departments and organizational levels.
• Proficient in Microsoft Office 365, including Word, Excel, PowerPoint, and Outlook.
• Experience with AI tools and similar technologies.
• Ability to work effectively in a fast-paced, deadline-driven environment and occasionally work outside of standard business hours to support critical proposal deadlines.

Preferred Job Requirements

• Knowledge of the public-sector procurement, contracting, business development, and/or capture environment.
• Experience with proposal management tools, compliance matrices, proposal schedules, and color-team or structured proposal reviews.
• Experience working with subcontractors, teaming partners, and/or joint venture partners during proposal development.
• Proficiency with Adobe Acrobat Professional.
• Experience with SharePoint, Microsoft Teams, OneNote, and Dynamics CRM.
• Familiarity with government contracting terminology, procurement processes, and solicitation requirements.
• Experience contributing to proposal strategy, win themes, executive summaries, or other persuasive proposal content.
• Demonstrated ability to mentor or provide guidance to junior proposal coordinators or administrative staff.

Work Schedule/Work Environment

This position will be in-office. The employee is expected to work on-site at the company's headquarters during regular business hours unless approved otherwise. Hours may vary and extended hours may be required on evenings and weekends based on business needs and proposal deadlines. The role involves regular interaction with colleagues, management, clients, customers, and/or other stakeholders, as applicable. The position may require extended periods of sitting and working at a computer, as well as occasional movement throughout the workplace and attendance at in-person meetings or events. Candidate will use office equipment and specialized printers.

Job Description and Hiring Disclaimer

This position description incorporates the core responsibilities of the job.It recognizes that other related duties not specifically mentioned might also be performed, and that not all responsibilities may be carried out depending on operational needs.

The hiring department will conduct interviews of qualified individuals prior to requesting a criminal background check, and no job application submitted prior to such interview shall inquire into an applicant's criminal history. If this position is subject to a background check for any convictions related to its responsibilities and requirements, employment will be contingent upon successful completion of a background investigation including criminal history. Criminal history will not automatically disqualify a candidate. Employment will also be contingent upon successful completion of a drug test.

Commitment to Diversity

• Ambipar / Witt O'Brien's is always looking for the most qualified and experienced professionals with a passion for public safety, emergency management, homeland security, disaster response, and continuity of operations.
• We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Equal Opportunity Employer/Veteran/Disabled

With you when it counts.