Senior Administrative Assistant/ Proposal Coordinator

Human Capital Resources and Concepts; Winter Haven (FL); On-site; USD 60,000 - 85,000; Full time

Benefits offered by this job

Competitive salary

Benefits package

Paid time off

Professional development

Job summary

Human Capital Resources and Concepts (HCRC) is a premier consulting firm specializing in resource management and mission-critical solutions for federal organizations, including the Department of Defense and Intelligence Community.

This position will play a key role in managing HCRC’s proposal pipeline, including SAM.gov opportunity tracking, solicitation review, compliance matrices, proposal calendars, document preparation, contributor coordination, quality control, and final submissions.

Qualifications

• 5+ years of administrative, executive support, proposal coordination, or related experience.
• Bachelor's degree preferred; equivalent relevant experience may be considered.
• Strong proficiency in Microsoft Word, Excel, PowerPoint, Outlook, Teams, SharePoint, and PDF document preparation.
• Federal government contracting or proposal experience strongly preferred.
• Familiarity with SAM.gov, RFPs, RFQs, RFIs, Sources Sought, Sections L & M, compliance matrices, proposal calendars, and federal submission requirements.

Responsibilities

• Monitor SAM.gov and other procurement sources for RFPs, RFQs, RFIs, Sources Sought, and relevant federal contracting opportunities.
• Maintain the company’s opportunity pipeline, proposal calendar, deadlines, and submission tracker.
• Review solicitations, amendments, instructions, and evaluation criteria to identify proposal requirements and deadlines.
• Develop and maintain proposal compliance matrices, outlines, schedules, checklists, and internal milestones.
• Coordinate proposal inputs and assignments with executives, subject matter experts, consultants, subcontractors, and teaming partners.
• Collect and organize resumes, past performance, corporate experience, certifications, capability information, letters of commitment, and other proposal documentation.
• Assist with preparing and formatting technical, management, staffing, key personnel, past performance, and administrative proposal sections.
• Edit, proofread, format, and perform quality-control reviews to ensure proposals are accurate, professional, and compliant.
• Maintain proposal templates, corporate boilerplate, past performance records, resumes, capability statements, and reusable content.
• Track amendments, questions and answers, contributor deadlines, reviews, and outstanding proposal requirements.
• Conduct final compliance checks and coordinate executive review and approval.
• Prepare and execute final government proposal submissions, verify successful receipt, and maintain submission records.
• Track post-submission activities, clarifications, revisions, awards, debriefings, and lessons learned.
• Conduct basic research on agencies, contracting opportunities, competitors, incumbent contractors, and potential teaming partners.

Skills

Administrative support

Proposal coordination

Executive support

Deadline management

Attention to detail

Education

Bachelor's degree preferred

Tools

MS Word

Excel

PowerPoint

Outlook

Teams

SharePoint

PDF creation

Job description

Human Capital Resources and Concepts (HCRC) is a premier consulting firm specializing in resource management and mission-critical solutions for federal organizations, including the Department of Defense and Intelligence Community. We deliver tailored strategies and expert support across all-source analysis, mission support services, and advanced information technology. Our consultants bring deep expertise and proven experience, providing actionable, objective insights to solve our clients' most pressing challenges.

Position Summary

Human Capital Resources and Concepts (HCRC) is a premier consulting firm specializing in resource management and mission-critical solutions for federal organizations, including the Department of Defense and Intelligence Community. We deliver tailored strategies and expert support across all-source analysis, mission support services, and advanced information technology. Our consultants bring deep expertise and proven experience, providing actionable, objective insights to solve our clients' most pressing challenges.This position will play a key role in managing HCRC’s proposal pipeline, includingSAM.gov opportunity tracking, solicitation review, compliance matrices, proposal calendars, document preparation, contributor coordination, quality control, and final submissions.
The ideal candidate has exceptional organizational and document-production skills and can effectively manage multiple priorities and strict government proposal deadlines.

Key Responsibilities

Proposal & Business Development Support

• MonitorSAM.gov and other procurement sourcesfor RFPs, RFQs, RFIs, Sources Sought, and relevant federal contracting opportunities.
• Maintain the company’sopportunity pipeline, proposal calendar, deadlines, and submission tracker.
• Review solicitations, amendments, instructions, and evaluation criteria to identify proposal requirements and deadlines.
• Develop and maintainproposal compliance matrices, outlines, schedules, checklists, and internal milestones.
• Coordinate proposal inputs and assignments with executives, subject matter experts, consultants, subcontractors, and teaming partners.
• Collect and organizeresumes, past performance, corporate experience, certifications, capability information, letters of commitment, and other proposal documentation.
• Assist with preparing and formatting technical, management, staffing, key personnel, past performance, and administrative proposal sections.
• Edit, proofread, format, and perform quality-control reviews to ensure proposals are accurate, professional, and compliant.
• Maintain proposal templates, corporate boilerplate, past performance records, resumes, capability statements, and reusable content.
• Track amendments, questions and answers, contributor deadlines, reviews, and outstanding proposal requirements.
• Conduct final compliance checks and coordinate executive review and approval.
• Prepare and executefinal government proposal submissions, verify successful receipt, and maintain submission records.
• Track post-submission activities, clarifications, revisions, awards, debriefings, and lessons learned.
• Conduct basic research on agencies, contracting opportunities, competitors, incumbent contractors, and potential teaming partners.

Executive & Administrative Support

• Provide senior-level administrative support to executive leadership, including calendar management, scheduling, meetings, correspondence, reports, presentations, and special projects.
• Prepare professional Word, Excel, PowerPoint, and PDF documents.
• Track executive action items, organizational deadlines, and priority deliverables.
• Maintain organized electronic files, corporate records, proposal documentation, and SharePoint resources.
• Coordinate meetings, travel, communications, and other administrative requirements.
• Communicate professionally with government clients, employees, consultants, vendors, subcontractors, and teaming partners.
• Handle confidential, proprietary, and procurement-sensitive information with discretion.

Qualifications

• 5+ years of administrative, executive support, proposal coordination, business development, or related experience.
• Bachelor's degree preferred; equivalent relevant experience may be considered.
• Strong proficiency inMicrosoft Word, Excel, PowerPoint, Outlook, Teams, SharePoint, and PDF document preparation.
• Exceptional organization, proofreading, editing, formatting, and deadline-management skills.
• Ability to manage multiple proposals and priorities simultaneously in a deadline-driven environment.
• Strong attention to detail with the ability to identify missing or noncompliant information.
• Ability to independently coordinate projects and follow up with multiple contributors.
• Federal government contracting or proposal experience strongly preferred.
• Familiarity withSAM.gov, RFPs, RFQs, RFIs, Sources Sought, Sections L & M, compliance matrices, proposal calendars, and federal submission requirementspreferred.

Core Competencies

Federal Proposal Coordination | SAM.gov | Opportunity Tracking | Compliance Matrices | Proposal Calendars | RFP/RFQ/RFI Review | Proposal Production | Final Submissions | Business Development Support | Executive Administration | Microsoft Office | SharePoint | Document Quality Control | Deadline Management

Why Join HCRC?

HCRC is committed to creating an environment where senior professionals can thrive and contribute to meaningful federal and defense initiatives. As part of our team, you’ll have access to:

• Competitive salary and comprehensive benefits (health, dental, vision).
• Generous paid time off and holidays.
• Professional development opportunities to grow your expertise.