Proposal Coordinator

Blue Raster; Arlington (VA); On-site; USD 72,000 - 94,000; Full time

Job summary

Blue Raster is seeking a Proposal Coordinator to manage proposal development, compliance, and coordination across multiple portfolio teams. The role focuses on proposal support and quality marketing assets to amplify our marketplace presence.

The position requires rigorous organization, end-to-end submission logistics, and proactive communication to keep multiple bids on track. Location is Arlington, VA; authorized US work status is required; GIS familiarity is a plus for this role.

Qualifications

• Proven proposal coordination experience with full RFP/RFI submission logistics.
• Rigorous Q&A/addendum tracking discipline.
• Extremely organized and detail-oriented; accurate across complex documents.
• Experience building and maintaining proposal templates/shells and past performance content.
• Familiar with AI tools used in proposal development under defined parameters.

Responsibilities

• Proactively schedule proposal meetings and assign tasks; ensure deadlines are met.
• Track and communicate needed deliverables across multiple portfolios.
• Conduct weekly portfolio meetings to keep deliverables on target.
• Review proposals for compliance and flag issues at bid decision.
• Own Q&A tracking, addenda, and addendum monitoring for active opportunities.

Skills

Proposal coordination

Organization

Communication

Project management

Deadline management

Tools

JIRA

Job description

Blue Raster is seeking a Proposal Coordinator to manage proposal development, compliance, and coordination across multiple portfolio teams. The role focuses on the proposal support that has proven essential to daily pursuits as well as assistance with quality marketing assets to amplify our presence and expertise in the marketplace.

Position Summary

Blue Raster is seeking a Proposal Coordinator to manage proposal development, compliance, and coordination across multiple portfolio teams. The role focuses on the proposal support that has proven essential to daily pursuits as well as assistance with quality marketing assets to amplify our presence and expertise in the marketplace.

Key Responsibilities

• Proactively schedule proposal meetings and assign tasks; hold contributors accountable to deadlines
• Track and communicate needed deliverables across multiple portfolio teams
• Conduct organized weekly meetings with each portfolio to ensure deliverables are on target
• Review every proposal for compliance items and red flags immediately upon bid decision
• Own compliance expectations, Q&A tracking, and addendum monitoring for each active RFP/RFI
• Manage submission logistics end-to-end: portal uploads, physical shipments, all signature paperwork (including notary or “wet” signature requirements)
• Build and maintain proposal templates/shells; mastery of Word skills
• Assemble and keep current the backmatter library — past performance write-ups, resumes/bios — formatted and ready to insert
• Build a searchable, easy-to-copy-from content library for past performance and boilerplate, using appropriate tools rather than shared folders alone
• Support short-form and ad hoc responses — quick client information requests that don’t warrant a full proposal
• Maintain and organize capture/proposal meeting notes
• Standardize similar proposal content and process across portfolios to limit duplication
• Conduct timely win/loss debriefs to identify what differentiated a winning or losing proposal
• Benchmark competitor and other outside winning proposals to inform strategy/realignment
• Produce one-pagers and similar collateral as needed — secondary to core proposal duties
• During lulls, research potential strategic partnerships to keep a ready pipeline of contacts

Compensation: $35–$45/hour, based on experience and skills. This is an hourly, non-exempt position for up to 40 hours per week.

Required Qualifications (Non-Negotiable)

• Proven proposal coordination experience, including compliance review and full RFP/RFI submission logistics
• Rigorous Q&A/addendum tracking discipline
• Extremely organized & detail-oriented; comfortable owning accuracy across complex, multi-contributor documents
• Experience building and maintaining proposal templates/shells and maintaining past performance
• Experience and comfort using tools such as AI in proposal development within specified parameters
• Direct, proactive communicator who can schedule work, assign tasks, and hold multiple portfolio teams accountable to deliverable deadlines
• Comfortable managing multiple concurrent pursuits, competing deadlines, and unplanned/ad hoc requests
• Must be authorized to work in the United States; Blue Raster does not sponsor work visas

Preferred Qualifications

• Experience with GIS, mapping, IT, or professional-services proposals
• Familiarity with JIRA or similar tracking tools, and with content-library/knowledge-management technology
• Exposure to the capture process end-to-end (qualifying through award) and to sales/BD calls or meetings
• Creative/design flair for occasional marketing collateral
• Experience analyzing competitive or externally won proposals to inform strategy
• Local to the Arlington, VA area