Senior Proposal Coordinator

Description: Prairie Band, LLC is seeking a highly organized, proactive, and detail-oriented Senior Proposal Coordinator to support the development and submission of high-quality federal government proposals across our family of companies.Reporting to the Director of Proposals, this role is responsible for coordinating proposal activities across multiple concurrent pursuits, ensuring compliant, accurate, and timely submissions in a fast-paced, deadline-driven environment. The Senior Proposal Coordinator plays a critical role in maintaining proposal organization, managing schedules and deliverables, supporting cross-functional collaboration, and driving proposal efforts forward proactively. This position is ideal for a proposal professional looking to continue growing within the federal contracting space and expand into Proposal Management, Capture Management, or Proposal Operations leadership over time. Proposal Coordination & Execution - Coordinate proposal activities across multiple federal pursuits simultaneously - Track proposal schedules, action items, and deadlines to ensure timely completion of deliverables - Support proposal managers throughout the proposal lifecycle from pre-RFP through submission and archival - Coordinate kickoff meetings, review sessions, status meetings, and production schedules - Help ensure proposal efforts remain organized, compliant, and aligned with solicitation requirements Compliance & Quality Control - Conduct detailed quality-control reviews of proposal documents prior to internal review and submission - Cross-check proposal content against solicitation requirements, amendments, and instructions - Support development and maintenance of compliance matrices and requirements tracking - Ensure amendments, RFIs, and proposal correspondence are distributed and stored appropriately upon receipt - Maintain attention to detail in all proposal deliverables, trackers, and communications Document Management & Production - Maintain organized proposal file structures and version control standards - Manage proposal templates, resumes, past performance records, graphics, and reusable content libraries - Support formatting and production of proposal deliverables using Microsoft Office and Adobe InDesign - Troubleshoot document formatting and production issues and escalate concerns when support is needed - Assist in preparing final submission packages for delivery Communication & Team Coordination - Coordinate effectively with proposal managers, business development, capture teams, pricing, technical SMEs, subcontractors, and teaming partners - Proactively communicate schedule changes, missing information, risks, and action items to proposal leadership and team members - Maintain visibility and transparency across proposal teams through timely and accurate communication - Escalate technical, schedule, or production risks early to mitigate proposal submission risk Proposal Writing & Editing Support - Draft, edit, and format non-technical proposal sections including: - Corporate capabilities - Past performance - Management approaches - Executive summaries - Proofread proposal content for grammar, consistency, formatting, and compliance Process Improvement & Operational Support - Support continuous improvement of proposal processes, templates, trackers, and best practices - Assist in refining SOPs, workflows, and proposal management tools - Support onboarding and training efforts for proposal standards and processes as needed Success in This Role Looks Like - Consistently meeting proposal deadlines and deliverable schedules - Maintaining accurate and organized proposal documentation and file structures - Producing high-quality, compliant deliverables with minimal rework - Demonstrating urgency, accountability, and proactive communication - Escalating risks early and helping drive solutions - Supporting proposal teams efficiently in fast-paced environments with competing priorities Requirements: - 3–5+ years of experience supporting federal proposal coordination, proposal management, or related GovCon functions - Strong understanding of the federal proposal lifecycle and solicitation requirements - Proven ability to manage multiple concurrent proposal efforts in deadline-driven environments - Strong organizational, communication, proofreading, and editing skills - Ability to work independently while maintaining strong collaboration across teams - Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) - Hands-on proficient experience with Adobe InDesign required, including document formatting and production support Preferred Qualifications - Familiarity with FAR/DFARS and federal procurement processes - Experience supporting capture and business development efforts - Experience working with GovWin, SAM.gov, BidSpeed, Egnyte, SharePoint, or similar platforms - Experience supporting A/E/C, construction, facilities, IT, or professional services proposals - Familiarity with small business programs and joint venture environments Core Competencies - Attention to Detail - Accountability & Ownership - Time Management & Prioritization - Communication & Collaboration - Problem Solving - Adaptability - Quality Control Mindset - Organizational Skills Work Environment & Expectations - Fast-paced, deadline-driven federal contracting environment - Collaboration across subsidiaries, joint ventures, and shared services teams - Ability to manage shifting priorities and compressed timelines - Occasional travel may be required to support proposal activities, meetings, or conferences Growth OpportunityThis role provides opportunities for advancement into: - Proposal Manager - Capture Support / Capture Management - Proposal Operations - Business Development Support Leadership Additional Duties: Additional duties and responsibilities may be added to this job description at any time. The job description does not state or imply that these are the only activities to be performed by the employee holding this position. Employees are required to follow any other job-related instructions and to perform any other job-related responsibilities as requested by their supervisor. Tribal Preference Exercised: Prairie Band, LLC is subject to Title 22: Employment Code of the Prairie Band Potawatomi Nation. In accordance with Title 22, this position is designated as a TIER 2 position. Preference will be given to individuals to the extent required pursuant to Section 22-2- 4(8). #PBLLC PIc3949d085ecd-37156-41306547