Proposal Coordinator

Position Overview:

PGS is seeking a detail-oriented, highly organized Proposal Coordinator to support federal proposal and business development efforts, with particular emphasis on NASA SEWP VI and other Government-Wide Acquisition Contracts. This role coordinates the full proposal lifecycle from solicitation review and planning through content development, compliance review, submission, clarification, award support, and handoff. The Proposal Coordinator works across internal teams, subject matter experts, and external partners to ensure proposal materials are accurate, complete, competitive, and delivered on time.

Responsibilities:

• Support the NASA SEWP Program Manager, Capture Leads, and other designated opportunity leads in coordinating federal RFIs, proposals, quotations, and NASA SEWP opportunities from opportunity intake and qualification through submission, post-submission activities, award support, and organized transition to the appropriate operational or delivery team.
• Monitor NASA SEWP CHOP, NASA SEWP communications, and other assigned opportunity sources for RFIs, RFQs, RFPs, task orders, amendments, notices, deadlines, and related actions. Maintain required proposal and contract-support documentation and coordinate administrative activities necessary to support established SEWP ordering and contract requirements.
• Review RFIs, RFQs, RFPs, statements of work, performance work statements, task orders, amendments, evaluation criteria, clauses, attachments, and related acquisition documents to identify requirements, submission instructions, deliverables, dependencies, deadlines, evaluation factors, and potential compliance risks.
• Develop and maintain proposal schedules, compliance matrices, response outlines, responsibility assignments, review milestones, action-item trackers, and submission checklists appropriate to the complexity, value, and risk of each opportunity.
• Coordinate contributors and required actions across Growth/Capture, Technical, Contracts, Finance, Recruiting, Program/Operations, and teaming partners. Facilitate proposal kickoff meetings, status reviews, contributor assignments, deadlines, approvals, decisions, and follow-up actions.
• Coordinate collection, tracking, and integration of technical, management, staffing, pricing, resume, past-performance, corporate, contractual, and administrative inputs from internal contributors, subcontractors, teaming partners, consultants, and other approved proposal participants, including other information and documentation required by the solicitation or proposal lead.
• Track staffing and pricing-related proposal inputs, as applicable, including labor categories, levels of effort, labor rates, staffing assumptions, key personnel information, resumes, availability or commitment information, and supporting documentation. Identify missing or inconsistent inputs and coordinate resolution with the appropriate functional owner.
• Coordinate and track required RFI and proposal inputs from subcontractors and teaming partners, including labor categories, rates, staffing commitments, resumes, past performance, representations and certifications, organizational information, required forms, and other solicitation-specific documentation. Monitor due dates, identify missing or inconsistent information, and elevate delinquent or unresolved inputs to the NASA SEWP Program Manager or appropriate proposal lead.
• Prepare, edit, proofread, format, and assemble responsive RFIs, quotations, proposals, and supporting documentation. Verify pricing documentation for mathematical accuracy, consistency, completeness, required approvals, and alignment with solicitation instructions. Escalate pricing strategy, labor-rate, margin, or other business-decision questions to the appropriate functional owner.
• Conduct proposal compliance and quality-control reviews. Identify, track, and facilitate resolution of missing information, unanswered requirements, inconsistencies, pricing questions, schedule risks, resource constraints, and approval gaps; elevate unresolved issues to the appropriate functional owner or proposal lead when necessary.
• Conduct targeted customer, incumbent, competitor, market, and acquisition research at the direction of Growth/Capture leadership to support proposal development and opportunity strategy.
• Maintain organized, audit-ready proposal files and reusable proposal resources using disciplined document and version control.
• Maintain reusable corporate and teaming-partner information, as approved, including company overviews, capabilities, certifications, socioeconomic information, past performance, approved resumes, standard representations and certifications, templates, organizational information, and other commonly requested corporate materials.
• Coordinate collection and maintenance of opportunity-specific information for each pursuit, including proposed personnel, availability, labor categories, rates, levels of effort, staffing assumptions, commitment information, technical contributions, pricing assumptions, signed forms, and other solicitation-specific materials.
• Coordinate final proposal reviews and required approvals and submit authorized responses through customer-designated systems by established deadlines. Monitor and coordinate resulting amendments, questions and answers, clarifications, evaluation notices, and other pre- and post-submission actions through completion.
• Maintain accurate underlying opportunity, quotation, proposal, submission, award, loss, and status data in PGS-designated systems to support management reporting and contract-performance analysis. Track outstanding actions and provide timely status updates to the NASA SEWP Program Manager and other appropriate stakeholders.
• Coordinate an organized post-award handoff by transferring final proposal documentation, approved pricing, staffing commitments, assumptions, contractual requirements, deliverables, and other relevant records to the responsible Contracts, Finance, Recruiting, Program Management, and delivery personnel.
• Document lessons learned and recommend improvements to proposal workflows, templates, content libraries, compliance tools, tracking systems, and collaboration practices.
• Protect proprietary, procurement-sensitive, pricing, staffing, customer, partner, and corporate information and provide timely, professional, and responsive support to internal and external stakeholders.

Preferred Qualifications:

• Minimum of five to seven years of professional experience supporting federal government proposals, RFIs, quotations, capture operations, federal sales operations, or closely related Government Contracting activities, with significant hands‑on proposal coordination experience.
• Demonstrated experience coordinating federal RFIs, RFQs, RFPs, task‑order responses, quotations, or other competitive federal submissions.
• Working knowledge of federal acquisition processes and terminology, including familiarity with the Federal Acquisition Regulation (FAR) and Defense Federal Acquisition Regulation Supplement (DFARS), solicitation structures, clauses, amendments, representations and certifications, evaluation criteria, and task‑order procedures.
• Demonstrated ability to review federal solicitation documents and translate requirements into compliance matrices, proposal schedules, responsibility assignments, trackers, and submission requirements.
• Demonstrated experience coordinating inputs from multiple internal contributors, teaming partners, subcontractors, consultants, or other external proposal participants.
• Strong proposal editing, proofreading, formatting, document‑production, and quality‑control skills.
• Advanced proficiency with Microsoft Word, including styles, templates, tables, headers and footers, section breaks, document comparison, track changes, and complex document formatting.
• Proficiency with Microsoft Excel, PowerPoint, Teams, SharePoint, Adobe Acrobat/PDF tools, and related collaboration and document‑management systems.
• Experience using CRM, opportunity‑management, proposal‑management, pipeline‑management, or federal market‑intelligence systems.
• Strong organizational, project‑coordination, written communication, verbal communication, and follow‑through skills.
• Demonstrated ability to manage multiple concurrent assignments, competing priorities, and fixed submission deadlines.
• Ability to identify emerging risks or missing information, maintain accountability for open actions, and appropriately elevate issues requiring functional or management decisions.
• Ability to work collaboratively with Growth/Capture, Technical, Contracts, Finance, Recruiting, Program/Operations, executive leadership, and external teaming partners.
• Demonstrated ability to appropriately handle proprietary, procurement‑sensitive, personnel, pricing, customer, partner, and corporate information.
• Bachelor's degree in Business, Communications, English, Marketing, Government Contracting, or a related discipline preferred. Relevant professional experience may substitute for formal education.

Preferred Qualifications:

• Direct experience supporting NASA SEWP V or SEWP VI RFIs, quotations, task‑order opportunities, contract‑holder activities, ordering processes, or related SEWP operations.
• Experience using NASA SEWP CHOP.
• Experience supporting one or more high‑volume federal GWACs, IDIQs, or contract vehicles such as CIO‑SP3/CIO‑SP4, GSA MAS, OASIS/OASIS+, Alliant, 2GIT, or comparable vehicles.
• Experience supporting federal professional‑services proposals, particularly IT, cybersecurity, cloud, engineering, program management, or other mission‑support services.
• Experience coordinating proposal inputs from subcontractors and teaming partners, including labor categories, rates, resumes, staffing commitments, past performance, representations and certifications, and required forms.
• Experience with SAM.gov, GSA eBuy, GovWin IQ, CRM platforms, SharePoint, and other federal opportunity, pipeline, or proposal‑management systems.
• Experience maintaining reusable proposal libraries, past‑performance repositories, resume databases, corporate information, and other proposal content.
• APMP Foundation‑level certification, Shipley proposal training, or comparable federal proposal‑development training.

Working Conditions:

This position operates in a deadline‑driven federal contracting environment and requires the ability to manage multiple concurrent RFIs, proposals, quotations, and administrative priorities.

The employee must be able to adjust priorities as solicitations, amendments, customer questions, teaming‑partner inputs, staffing requirements, and submission deadlines change.

Occasional work outside normal business hours may be required to support time‑sensitive proposal submissions, amendments, clarifications, or other Government deadlines. Such surge support is expected periodically based on business requirements and is not intended to represent the routine work schedule.

The position requires extensive computer and document‑production work and regular communication and collaboration through Microsoft Teams, SharePoint, email, NASA SEWP CHOP, CRM and proposal systems, and Government‑designated portals.

The employee must be able to work effectively in a virtual, hybrid, or office‑based environment as determined by company requirements and assigned responsibilities.

Location:

• Remote