Proposal Coordinator

Tempe, AZ, USA | AIS | Full Time

Company Overview

ASRC Industrial (AIS) is a people-oriented organization of complementary, providing construction services, industrial contracting for heavy civil and commercial private and state/government projects, and environmental solutions.

At AIS we have the opportunity to support a diverse set of companies and their unique services. We are unified by purpose to deliver safe, reliable solutions to our clients' unique challenges. And committed to providing superior service and leaving things better than we found them.

Job Summary

AIS is a diverse organization of 35 complementary businesses serving the environmental and nuclear, infrastructure, industrial, and painting and coatings markets. As a Proposal Coordinator, you'll join our Strategic Proposal Center and support high-impact proposals across our network of companies.

You'll manage the full proposal lifecycle for federal environmental, nuclear, construction, and industrial opportunities, from quick-turn task orders to complex, multi-volume submissions. You'll keep proposals organized, compliant, and on schedule while collaborating with proposal managers, capture managers, subject matter experts, writers, reviewers, subcontractors, and leadership to deliver compelling, competitive responses.

This is an excellent opportunity to grow your career with a growing company. The position is based in one of our corporate offices in Oak Ridge, TN; Tempe, AZ; or Albuquerque, NM.

Proposal Planning and Coordination

• Analyze RFPs/RFQs/RFIs to extract requirements, deadlines, submission instructions, and evaluation factors.

• Develop and maintain proposal schedules, calendars, and action items.

• Coordinate kickoff meetings, status meetings, color team reviews, solutioning sessions, and other proposal activities.

• Track status of all proposal components, ensuring contributors meet deadlines.

Compliance and Content Management

• Create and maintain compliance matrices and outlines based on solicitation requirements.

• Support writers by preparing annotated outlines, templates, and structured content guides.

• Assist with writing proposal sections such as resumes, past performance, management plans, and corporate overviews.

• Edit and format content for clarity, consistency, and compliance.

• Manage version control, configuration management, and document integrity using SharePoint or designated proposal tools.

• Ensure content aligns with solicitation requirements (page limits, font/format requirements, file naming, and organization).

Communication and Collaboration

• Serve as a point of contact for proposal team communications.

• Work with SMEs to gather required inputs (technical approach, staffing plans, past performance, resumes).

• Coordinate with subcontractors to collect required artifacts: past performance data, pricing inputs, certifications, representations, and teaming documentation (NDAs, TAs).

• Support leadership with status reporting and proposal readiness updates.

Quality Assurance and Reviews

• Ensure proposals comply with all instructions, evaluation criteria, and submission requirements.

• Conduct quality checks for grammar, formatting, and corporate branding.

• Support color team reviews by preparing review packages, instructions, comment matrices, and tracking comments/feedback.

Production and Submission

• Format and assemble final proposal documents (Word, PDF, Excel, and portal submissions) in accordance with solicitation requirements.

• Prepare and validate final submission packages, ensuring compliance with submission portals (e.g., FedConnect, PIEE, GSA, agency-specific portals), email submission rules, or hard-copy packaging requirements.

• Coordinate late-stage production tasks, including PDF generation, quality checks, and secure file handling.

• Ensure all required forms (SF1449, SF33, reps & certs, pricing schedules, etc.) are completed accurately.

• Validate all submission materials prior to delivery to ensure completeness and accuracy.

Core Competencies

• Exceptional attention to detail

• Strong compliance orientation

• Ability to interpret and manage government solicitation requirements

• Strong communication and interpersonal skills

• Ability to work independently and as part of a team

• Ability to coordinate with multiple contributors across diverse teams

• Ability to work under tight deadlines and manage multiple simultaneous priorities

• Ability to travel to different corporate office locations to support proposal development

• Adaptability to changing priorities

• Problem-solving, critical thinking, and adaptability in a fast-paced environment

• Deadline-driven, ownership mindset with strong follow-through

What You'll Need To Have;

• Bachelor's degree in Business, Communications, English, or related field; equivalent experience may be considered

• Minimum of 3 years of experience in proposal coordination

• Solid understanding of RFP structures and compliance requirements

• Exceptional organization skills, project management abilities, and attention to detail

• Strong writing and editing skills

• Advanced proficiency in Microsoft Word and Adobe Acrobat; proficiency in PowerPoint, Excel, Teams, and SharePoint

To Be Successful Ideally You'll;

• Experience with federal government contracting, federal procurement cycle, and federal agency portals

• Familiarity with APMP best practices and Shipley-based proposal processes.

• Experience using proposal management and collaboration tools.

EEO Statement

AIS is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, gender, color, age, sexual orientation, gender identification, national origin, religion, marital status, ancestry, citizenship, disability, protected veteran status, or any other factor prohibited by applicable law.