Proposal Coordinator

Job Description

Job Description

Location: Tallahassee, FL / Tampa, FL (Hybrid)

Clearance: Secret

The Proposal Coordinator supports the proposal lifecycle for federal government and commercial opportunities, working under the direction of a Senior Proposal Manager. This role is responsible for coordinating proposal activities, managing documentation, and ensuring timely and organized execution of proposal tasks.

This position is ideal for individuals looking to grow into a Proposal Manager or Capture professional, offering exposure to federal proposal processes, cross-functional collaboration, and business development operations.

Essential Functions
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The essential job functions for this position include:

• Support the Senior Proposal Manager in coordinating all phases of proposal development, including kickoff preparation, scheduling, and milestone tracking.
• Maintain proposal schedules, action item trackers, and status reports to ensure deadlines are met.
• Assist in preparing proposal artifacts such as compliance matrices, annotated outlines, and templates.
• Coordinate internal reviews (Pink, Red, Gold Team) including logistics, materials distribution, and comment tracking.
• Organize and maintain proposal files, folders, and version control in accordance with company standards.
• Format proposal documents to meet solicitation requirements and corporate branding standards.
• Compile and package final proposal volumes for submission (electronic and/or hard copy).
• Ensure all proposal documents are current, complete, and properly stored in designated repositories.
• Assist in drafting and editing proposal content, including resumes, past performance, and management sections.
• Support SMEs and writers by gathering information, formatting inputs, and ensuring consistency across sections.
• Review documents for grammar, formatting, and basic compliance prior to formal reviews.
• Maintain and update reusable proposal content libraries.
• Support capture and business development activities through data entry, research, and tracking.
• Assist with maintaining opportunity pipeline tools (e.g., GovWin, CRM systems).
• Conduct basic market research and support development of briefing materials and gate review artifacts.
• Coordinate logistics for meetings, industry days, and internal strategy sessions.
• Schedule meetings, capture notes, track action items, and follow up on deliverables.
• Facilitate communication between proposal team members, SMEs, and leadership.
• Support onboarding of new proposal team members to tools, templates, and processes.
• Assist in maintaining proposal templates, tools, and standard operating procedures (SOPs).
• Support lessons learned and post-submission activities to improve future proposal efforts.
• Other duties as required.

Competencies

Required skills and abilities to effectively perform this position include, but are not limited to:

• Strong organizational and time management skills in a deadline-driven environment
• Excellent written and verbal communication skills
• High attention to detail, especially in formatting and document quality
• Ability to manage multiple tasks and priorities simultaneously
• Collaborative mindset with strong interpersonal skills

Education and Experience

Bachelor’s degree in Business, Communications, English, Marketing, or related field. 3–8 years of relevant experience in proposal coordination, administrative support, or related field. Additional combination of related years of experience or military experience may substitute for a formal degree. Experience in government contracting or federal proposals preferred. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Teams, SharePoint). Familiarity with tools such as GovWin or CRM systems is a plus. Experience using generative AI tools.

Supervisory Responsibility
This position will not directly supervise others.

Work Environment, Programs, and Tools

The work environment should be a closed or dedicated office space.  This position also requires the individual to frequently sit, stand, walk, lift, talk, narrate, listen, use eye acuity, and hands/fingers to grasp or type.  

This role routinely uses standard office equipment and systems such as Microsoft 365, Deltek, GovWin, and more.

Position Type/Expected Hours of Work

This position will be hybrid in Tallahassee or Tampa, FL. and will require adherence to the Company’s remote work policy and core Eastern business hours. This position is a full-time exempt salaried position, expected to work 40 hours per work week. This position may require evening/weekend work and work outside of regular business hours of operations when needed to support company operations. 

Travel

Anticipated 10% of travel, or ability to travel, is required in this role to attend marketing events, conferences, trade shows, customer meetings, industry events, and more.

Security Clearance

Ability to obtain and maintain an Active Secret clearance required.

Other Duties
This job description is not intended to be an all-inclusive list of activities, duties, responsibilities, and standards required of this position. Duties, responsibilities, and activities may change at any time with or without notice.

AAP/EEO Statement
NOVA Technologies is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color religion, sex (including pregnancy, sexual orientation, and gender identity, consistent with Title VII), national origin, age, disability, genetic information, veteran status, or any other characteristics protected by applicable law.