Remote Proposal Operations Coordinator

Xenith Solutions; Leesburg (VA); Hybrid; USD 90,000 - 120,000; Full time

Job summary

Xenith Solutions is seeking a Proposal Operations Coordinator to join our Growth & Strategy team.

This fully remote role coordinates proposal development activities, ensuring contributors understand responsibilities, schedules remain on track, reviews are effective, and submissions meet quality and compliance standards.This hands-on position requires organizational, communication, and interpersonal skills to keep complex efforts moving toward deadlines.

Qualifications

• Two years of hands-on experience supporting competitive proposal development.
• Familiarity with Shipley or similar structured proposal development methodologies.
• Experience coordinating multiple proposal cycles including planning, coordination, reviews, production, and submission.
• Ability to coordinate deadline-driven activities with contributors across responsibilities and priorities.
• Strong editing, proofreading, and document quality-control capabilities.

Responsibilities

• Plan and coordinate proposal planning and schedules, assignments, and compliance matrices.
• Coordinate kickoff meetings, working sessions, status meetings, and reviews.
• Facilitate meetings, set expectations, and clarify deadlines and action items.
• Monitor progress, follow up on commitments, and resolve schedule/resource conflicts.
• Manage final proposal assembly, QA, production, and submission readiness.
• Support color team reviews, compliance tracking, and content gap identification.
• Maintain document configuration control and reusable proposal content.

Skills

Proposal coordination

Meeting facilitation

Schedule management

Deadline management

Editing / proofreading

Document management

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

Xenith Solutions is seeking a Proposal Operations Coordinator to join our Growth & Strategy team.

This fully remote role coordinates proposal development activities, ensuring contributors understand responsibilities, schedules remain on track, reviews are effective, and submissions meet quality and compliance standards.This hands-on position requires organizational, communication, and interpersonal skills to keep complex efforts moving toward deadlines.