Proposal Operations Coordinator

Xenith Solutions; Oregon; Hybrid; USD 55,000 - 85,000; Full time

Job summary

Xenith Solutions in Oregon is seeking a Proposal Operations Coordinator to join the Growth & Strategy team and drive the planning, coordination, and execution of federal proposal development efforts. This hands-on role requires organizing schedules, coordinating contributors across disciplines, facilitating reviews, ensuring compliance, and producing high-quality submissions on deadline.

You will work with experienced professionals and help mature our proposal processes with structure, clarity,

Qualifications

• Minimum of two years of hands-on experience supporting competitive proposal development.
• Experience with Shipley or similar structured proposal methodologies.
• Experience coordinating multiple proposal cycles from planning to submission.
• Strong meeting facilitation, organizational and interpersonal skills.
• Experience developing schedules, compliance matrices, trackers, and production docs.
• Strong editing and proofreading abilities.
• Proficiency with Microsoft Word, Excel, PowerPoint, and collaboration tools.
• Ability to coordinate geographically distributed contributors and run virtual meetings.

Responsibilities

• Develop and maintain proposal schedules, milestones, contributor assignments, compliance matrices, and production plans.
• Coordinate kickoff meetings, working sessions, status meetings, and review activities.
• Facilitate meetings, set clear expectations, and track deadlines and action items.
• Monitor contributor progress and resolve schedule or resource conflicts.
• Coordinate across functions and levels, maintaining accountability without direct supervision.
• Manage multiple concurrent proposal activities and submission deadlines.
• Identify risks and coordinate timely resolution or escalation.
• Oversee final proposal assembly, quality assurance, production, and submission readiness.
• Support color team reviews and document findings with corrective actions.
• Maintain document configuration control and reusable content.

Skills

Proposal development

Shipley

Coordination

Editorial quality

MS Word

Tools

MS Excel

PowerPoint

Job description

About Xenith SolutionsXenith Solutions is a Service-Disabled Veteran-Owned Small Business (SDVOSB) delivering technology, engineering, and mission support services to federal government customers. We are expanding our prime contracting portfolio and investing in the people, processes, and capabilities needed to support continued growth.

We are seeking a Proposal Operations Coordinator to join our Growth & Strategy team and play an important role in the planning, coordination, and execution of our federal proposal development efforts.

Position Overview

The Proposal Operations Coordinator is responsible for organizing and coordinating Xenith's proposal development activities, ensuring that contributors understand their responsibilities, schedules remain on track, reviews are effectively conducted, and submissions meet established quality and compliance standards. This is a hands-on position for someone who understands the federal proposal development process, enjoys bringing structure to complex efforts, and knows how to keep a team moving toward a common deadline. The successful candidate will combine practical proposal experience with exceptional organizational, communication, and interpersonal skills. They must be comfortable working with experienced professionals across multiple disciplines and organizational levels, facilitating productive working sessions, maintaining accountability for deliverables, and addressing obstacles before they affect proposal quality or schedule. This role emphasizes proposal coordination, process execution, editorial quality, compliance, and production. Substantive technical writing, capture strategy, and solution development remain the responsibilities of designated pursuit leaders and subject matter experts.

Key Responsibilities

Proposal Planning and Coordination

• Develop and maintain proposal schedules, milestones, contributor assignments, compliance matrices, and production plans.
• Coordinate proposal kickoff meetings, working sessions, status meetings, and review activities.
• Facilitate productive meetings, establish clear expectations, and ensure that assignments, deadlines, and action items are understood.
• Monitor contributor progress, proactively follow up on commitments, and identify potential schedule or resource conflicts.
• Coordinate professionals across multiple functions and organizational levels, maintaining productive working relationships and accountability without formal supervisory authority.
• Manage multiple concurrent proposal activities, balancing competing priorities and submission deadlines.
• Identify emerging risks to proposal execution and coordinate timely resolution or escalation.
• Manage final proposal assembly, quality assurance, production, and submission readiness.

Proposal Process, Compliance, and Quality

• Support structured proposal development processes consistent with Shipley or comparable industry methodologies.
• Plan and coordinate formal color team reviews, including review preparation, participant coordination, documentation of findings, and tracking corrective actions.
• Analyze solicitations and acquisition documents to identify proposal instructions, evaluation criteria, submission requirements and compliance obligations.
• Develop and maintain compliance matrices, proposal outlines, and submission checklists.
• Review proposal content for clarity, consistency, grammar, formatting, completeness, and responsiveness to solicitation requirements.
• Identify content gaps, inconsistencies, and potential compliance issues, coordinating corrections with responsible contributors.
• Prepare and maintain standard corporate proposal sections, administrative responses, and approved reusable materials.
• Maintain document configuration control and ensure accurate, complete, and professionally prepared submissions.

Process Improvement and Knowledge Management

• Maintain organized repositories of proposal templates, corporate qualifications, past performance references, approved content, and supporting materials.
• Develop and refine proposal workflows, checklists, and document management practices to improve consistency and efficiency.
• Support post-submission lessons‑learned reviews and incorporate improvements into future proposal activities.
• Identify opportunities to improve proposal operations through practical application of technology, automation, and process refinement.
• Use approved AI‑assisted and other productivity tools to support document analysis, editing, compliance verification, and administrative efficiency while maintaining appropriate information security and content validation standards.

Required Qualifications

• Minimum of two years of hands-on experience supporting competitive proposal development.
• Working familiarity with Shipley or a comparable structured proposal development methodology, including formal color team reviews.
• Direct experience supporting multiple proposal development cycles, including planning, contributor coordination, reviews, production and submission.
• Demonstrated ability to coordinate deadline-driven activities involving multiple contributors with differing responsibilities and priorities.
• Strong meeting facilitation, organizational, and interpersonal communication skills.
• Experience developing and maintaining proposal schedules, compliance matrices, assignment trackers, and production documentation.
• Strong editing, proofreading, and document quality‑control capabilities.
• Proficiency with Microsoft Word, Excel, PowerPoint, and collaborative document management tools.
• Demonstrated ability to coordinate geographically distributed contributors and facilitate effective virtual meetings.
• Ability to work independently, anticipate problems, manage competing priorities, and communicate confidently and professionally with senior personnel.

Preferred Qualifications

• Three to five years of