Proposal Coordinator

Job Description: Proposal Coordinator  

The MAASAI Group LLC seeks an experienced proposal coordinator to support Federal Government proposals such as sources sought, RFIs, RFPs, and RFQs. The candidate should be experienced in all stages of business development and proposal management coordination, from research and analysis, capture, bid decision, kick-off, proposal coordination, color teams, writing and editing, compliance, and quality control through submission. The proposal coordinator will work collaboratively or independently with the proposal manager, business development executive, and proposal development teams. The Proposal Coordinator may perform the role of proposal manager as needed and is responsible for the proposal repository and version control of all proposal documents, distribution, receipts, and processing of data calls, managing proposal schedules, scheduling meetings, and the logistics to make meetings smooth and successful, and managing the production process for proposals prior to color reviews and submission. The Proposal Coordinator will be the liaison between proposal managers and proposal development teams if the proposal manager is unavailable. In some cases, the proposal coordinator will perform the role of proposal manager depending on the size and scope of a solicitation.

The Proposal Coordinator is critical in developing 100% compliant, compelling, and winning proposals. This position reports to the Business Development Executive.

Primary Responsibilities for the Proposal Coordinator include, but are not limited to:

• Track research interest in RFP, RFI, and Sources Sought opportunities, set up bid meetings, take notes in the meetings, send out the notes to the attendees, and send out bi-weekly bid meeting summaries.
• Support individual bids from kick-off to submission.
  • Review and analyze solicitation and draft notes and timelines and develop work plans and internal timelines for research staff.
  • Coordinate timelines between all relevant stakeholders and maintain shared RFP deadline calendars.
  • Schedule and lead proposal kick-off and regular check-in meetings to discuss work plans, research staff roles, and proposal timelines with teams.
  • Develop partner instruction packages and support coordination with partners and other organizations as needed ensuring counterparts understand timelines for submitting responses.
  • Proficient in analyzing all sections of a solicitation
  • Develop and review administrative support documents as part of proposal submission packages.
  • Troubleshoot for proposal writing teams on issues relating to submission materials.
  • Review proposal materials to ensure compliance with solicitation requirements and accuracy as part of the Quality Assurance process.
  • Communicate with external clients to submit and field questions and bid packages.
    • Coordinate debrief discussions and save notes when agency awards have been announced and accepted.
• Coordinate internal risk assessment process for federal proposals.
  • Attend kickoff meetings for any federal proposals.
  • Ensure all federal proposal teams complete risk assessments for subcontractors.
  • Track and file records internally.

• Update and maintain the Proposal Resource Library, in conjunction with the Business Development Team via MS SharePoint, Teams and OneDrive.
• Working with the Business Development Team, identify proposal process enhancements to continually improve the effectiveness of organization’s proposals and knowledge management.

• Conducts daily research and analysis of opportunities on SAM.gov, GovWin, eBuy, et and presents potential opportunities to the business development team for review
• Update and manage the business development pipeline
• Update and manage all capture decks
• Supporting the process of analyzing solicitation documents and digesting submission requirements into compliant response templates (e.g., compliance matrices and proposal outlines)
• Establishing and coordinating the proposal development schedules
• Conducts kick-off meetings internally and externally with partners
• Coordinating, tracking, properly filling, and accounting for all incoming/outgoing information, including data calls, proposal content, graphics, and other proposal-related documents and files
• Maintaining version control of all proposal documents using software tools and frequent, consistent, clear communication with proposal teams
• Editing and performing general quality control on all proposal content at multiple points in the proposal development process
• Managing the production of proposal drafts and other artifacts for color reviews (e.g., editing and producing proposal drafts for color reviews, and scheduling/coordinating all attendees, conference room, establishing teleconference bridges)
• Capturing color review outputs and preparing data for Recovery Kickoff meetings
• Manage proposal efforts using the Shipley process
• Managing the final production of all proposals
• Supporting (in whole or in part) small responses to solicitations such as RFI, SSN and smaller RFP's such as task order responses
• Writing proposal content as needed for sections such as past performance, resumes, and other sections not requiring subject matter expertise and eliciting content from other team members
• Supporting pre-RFP business development and capture management activities such as developing capabilities briefs and other business development-related presentations
• Support marketing efforts to promote the company brand, values, mission, value proposition and key differentiators
• Attend conferences and other events as needed

Minimum Basic Requirements for Skills, Experience, Education, and Credentials include:

• Bachelor's Degree or equivalent experience
• Two (2) years as a proposal coordinator in a federal government consulting firm
• Proficient (solid knowledge and experience) in MS Office (Word, Excel, PPT, etc.), Adobe, SharePoint, Teams, OneDrive, and CRM systems
• Proven ability to work independently or as part of a diverse team to meet critical deadlines