Proposal Coordinator

Blue Raster, LLC; Arlington, Northern (VA, KY); Hybrid; USD 48,000 - 62,000; Full time

Benefits offered by this job

CareFirst Medical, Dental, Vision with

401k benefits

Paid Time Off

Parental Leave

Training opportunities

Career growth support

Job summary

Blue Raster, LLC is seeking a Proposal Coordinator to manage proposal development, compliance, and coordination across multiple portfolio teams. The role supports daily pursuits and helps produce quality marketing assets to showcase our capabilities.

You will schedule meetings, track deliverables, ensure compliance, and manage end-to-end submission logistics. The ideal candidate is highly organized and detail-oriented, comfortable using AI tools to support compelling, accurate proposals.

Qualifications

• 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.

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/addendum tracking, and addendum monitoring for each active RFP/RFI
• Manage submission logistics end-to-end: portal uploads, physical shipments, all signature paperwork
• Build and maintain proposal templates/shells; mastery of Word skills
• Assemble and keep current the backmatter library — past performance write-ups, resumes/bios
• Build a searchable, easy-to-copy-from content library for past performance and boilerplate
• Support short-form and ad hoc responses
• Maintain and organize capture/proposal meeting notes
• Standardize similar proposal content and process across portfolios
• Conduct timely win/loss debriefs to identify differentiators
• Benchmark competitor and outside winning proposals to inform strategy
• Produce one-pagers and collateral as needed
• Research potential strategic partnerships during lulls

Job description

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/addendum 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

This role is paid hourly at $35-$45/hour, based on experience and skills, for up to 40 hours per week.

Blue Raster offers a friendly work environment, competitive pay, and a generous benefits package for eligible team members. Our benefits package includes:

• CareFirst Medical, Dental, Vision with HSA option
• 401k benefits
• Paid Time Off that starts on your first day
• Parental Leave
• Training opportunities
• Support for personal and career growth

We also provide opportunities to work on a number of concurrent projects with clients from a variety of sectors, including Conservation, Health, Government, Global Affairs, and Education.

Our mission and our applications are meant to connect the world and everyone in it, regardless of gender, race, creed, or any other distinction. We believe in a diverse and inclusive workplace, and we encourage all people to join our team and bring their unique perspective to help make us stronger.