Proposal Coordinator / Writer

AET Federal Inc.; Tysons (VA); On-site; USD 70,000 - 110,000; Full time

Job summary

AET Federal, Inc. in Tysons, VA seeks a Proposal Coordinator/Writer to manage the full lifecycle of government proposals, including timelines, inputs from SMEs, and RFP/RFQ responses. The role requires on-site presence Monday–Friday and strong writing/editing skills to produce compliant, compelling content.

You will collaborate with business development, project teams, and leadership to ensure timely submissions, maintain templates, and uphold quality standards across all proposal components.

Qualifications

• Strong proposal writing and coordination skills with cross-functional collaboration.
• 3+ years of proposal writing, GovCon, or related experience.
• Able to commute on-site to Tysons, VA, Monday–Friday.
• Experience in government contracting or Federal opportunities preferred.
• Excellent written and verbal communication; detail-oriented.

Responsibilities

• Draft, edit, and refine proposal content across technical, management, and corporate sections.
• Coordinate schedules, inputs from SMEs, and reviews to meet deadlines.
• Develop and maintain compliance matrices and templates.
• Ensure proposals meet solicitation requirements, formatting, and quality standards.
• Track submission status and manage version control throughout the lifecycle.

Skills

Proposal writing

Proposal coordination

RFP processes

Governm ent contracting

Education

Bachelor's degree

Tools

Microsoft Office

SharePoint

Word

Job description

Company Description

AET Federal, Inc. (AET) is a government contracting company specializing in technology-enabled mission support services for the Department of Defense and Civilian agencies. The organization delivers solutions and services in Enterprise IT Systems, IT Modernization, Cyber Security, and System Integration for Federal clients. As an SBA 8(a), VA SWaM, Small Disadvantaged Business (SDB), and Minority Business Enterprise (MBE), AET is committed to diversity, inclusion, and equitable opportunity. Team members contribute to projects that support critical government missions while working with advanced technologies and innovative solutions. Additional company information is available at www.aetfederal.com.

Role Description

The Proposal Coordinator / Writer is a full-time, on-site role based in Tysons, VA. This position is responsible for coordinating the full lifecycle of proposal development, including organizing proposal schedules, tracking deliverables, and ensuring compliance with RFP requirements. The Proposal Coordinator will support proposal preparation activities by gathering inputs from subject matter experts, formatting and editing proposal sections, and maintaining proposal templates and content libraries. Day-to-day tasks include managing version control, coordinating reviews, updating proposal status reports, and managing proposal writing from start to finish (all RFI/ RFP/ RFQs). The role works closely with business development, project teams, and leadership to submit timely, high-quality, and compliant proposals.

Role Responsibilities

Proposal Writing & Editing

• Draft, edit, and refine proposal content, including technical, management, and corporate sections, based on provided guidance and inputs
• Tailor proposal language to align with solicitation requirements, evaluation criteria, and customer priorities
• Ensure clarity, consistency, compliance, accuracy, and a professional tone across all proposal sections
• Responsible for drafting all RFI, RFP, and RFQ write-ups from start to submission
• Incorporate, track, and reconcile feedback from leadership and subject matter experts (SMEs)

Proposal Coordination & Support

• Track proposal schedules, milestones, deadlines, and required deliverables
• Coordinate inputs from internal contributors and SMEs to support timely and compliant submissions
• Develop and maintain compliance matrices and checklists to ensure solicitation requirements are met
• Organize proposal files, templates, and maintain version control throughout the proposal lifecycle

Compliance & Quality Control

• Review proposals for compliance with solicitation instructions, page limits, formatting, and submission requirements
• Perform quality control checks for grammar, formatting, consistency, and completeness
• Identify and flag compliance gaps, risks, or missing information to leadership

Process Improvement & Organization

• Assist in developing and maintaining proposal templates, content libraries, and reusable boilerplate materials
• Identify, recommend, and promote innovative and efficient methods to improve proposal and business development processes
• Support light process improvements appropriate for a small team environment
• Maintain organized records of submitted proposals and supporting documentation
• Communicate regularly with leadership regarding proposal status, priorities, risks, and resource needs
• Participate in proposal-related meetings as needed within part-time hours
• Work collaboratively with a small team while managing assigned tasks independently
• Proposal submission logs and organized proposal files
• Proposal schedules, compliance matrices and checklists
• Drafted and finalized proposal sections and completed submission packages
• Proposal templates, content libraries and reusable materials
• RFI, RFP, and RFQ responses
• Capability statements, past performance materials and other business development deliverables

Qualifications

• Strong proposal writing and coordination skills, including organizing timelines, managing inputs, and supporting cross-functional teams.
• 3+ years of proposal writing, GovCon, government contracting, or related experience
• Able to commute on-site to our Tysons, VA office Monday- Friday
• Experience in proposal preparation and proposal management for government or Federal contracting opportunities.
• Ability to manage all proposal writing and editing, ensuring clarity, consistency, and compliance.
• Understanding of RFP processes, requirements, and best practices for compliant proposal responses.
• Excellent written and verbal communication skills and attention to detail.
• Proficiency with Microsoft Office and collaboration tools (e.g., Word, PowerPoint, Excel, SharePoint or similar platforms).
• Strong organizational and time management skills, with the ability to handle multiple deadlines.
• Bachelor’s degree in Business, Communications, English, or a related field, or equivalent experience in proposal coordination.
• Experience in government contracting or technology-related services is crucial.