Senior Proposal Coordinator

VersaTech, Inc.; United States; Hybrid; USD 90,000 - 115,000; Full time

Benefits offered by this job

401k employer-matching

Paid time off

11 holidays

Growth opportunities

Job summary

VersaTech, Inc. is seeking a Senior Proposal Coordinator to lead end-to-end government bid responses, coordinating with executives, sales, solution architects, and SMEs.

You will manage the Shipley-based process, drive win themes, and ensure compliance across all volumes while leveraging AI tools to improve speed and quality. You will collaborate with the BD and sales teams, contracts, and teaming partners, coordinating NDA and teaming agreements as needed.

Qualifications

• Bachelor's degree or equivalent experience in a related field.
• 5+ years of federal proposal experience from RFP release to submission.
• Knowledge of Shipley process, color team reviews, and compliance.
• Hands-on use of AI tools in writing or proposals; data handling awareness.
• Advanced proficiency in Microsoft 365 and Adobe Acrobat Pro.
• Experience submitting through GovCon portals like GSA eBuy / SAM.gov.
• Strategic thinker who aligns opportunities with win themes.

Responsibilities

• Review solicitations with sales, capture, and leadership to assess fit.
• Lead proposal development, including win themes and discriminators.
• Document win themes early and maintain across volumes.
• Build outlines from legacy documents when drafts are absent.
• Manage proposal execution using the Shipley process and milestones.
• Plan kickoff meetings, color team reviews, and executive briefs.
• Respond to amendments and Q&A; ensure consistency across volumes.
• Analyze requirements and build compliance matrices.
• Coordinate writers, SMEs, and reviewers; maintain teaming relationships.
• Submit final proposals through relevant portals on time.
• Develop capability collateral and maintain proposal repository.
• Capture lessons learned and improve processes; promote AI use responsibly.

Skills

Proposal coordination

Strategic thinking

Project management

AI tools in writing

Cross-functional collaboration

Education

Bachelor's degree in Business, Communications, Management, or related field

Tools

Shipley process

Microsoft 365

Adobe Acrobat Pro

GSA eBuy / SAM.gov portals

Proposal graphics tools

Job description

A career at VersaTech connects you to incredible things. Work that challenges and excites you, mission-driven clients who inspire you, a supportive team culture that welcomes you, and more.

In every position and at every level of the company, VersaTech is looking for A players who have the drive to be leaders in their fields. Does this sound like you?

• Has uncompromisingly high standards
• Thinks strategically, but stays on top of tactical execution
• Thinks big, has convictions, and has attention to detail
• Is results oriented and diligent in problem solving
• Has the innate ability to inspire passion in what they do

VersaTech is an ISO-certified provider of innovative technology solutions to the public sector, providing services that include Digital Transformation, IT Infrastructure Support, Cyber Security, Agile Software Development, Audio Visual Solutions, and Healthcare Consulting. Our long record of customer satisfaction and commitment to excellence provides assurance to our clients that we have the talent, management, and innovation necessary to solve their problems and exceed expectations.

Position Summary

VersaTech, Inc. is seeking a Senior Proposal Coordinator to lead the development, management, coordination, and submission of winning responses to government RFPs, RFQs, RFIs, and Sources Sought notices. In this role you will run the proposal process end to end, from opportunity qualification through final submission, while helping shape the strategy that wins.

You will work closely with VersaTech senior/executive leadership, the Business Development and sales teams, solution architects, subject matter experts, the contracts department, and teaming partners. You will follow the Shipley proposal process, manage color team reviews, and make sure win themes and key discriminators are documented and carried through every volume.

We expect our Senior Proposal Coordinator to be a skilled, responsible user of AI tools, using them to work faster and raise quality across research, drafting, compliance, and review.

Salary: $90,000 to $115,000

Key Responsibilities

Opportunity Qualification and Strategy

• Review RFIs, RFPs, RFQs, and Sources Sought notices with sales, capture, and leadership to assess fit and support bid/no-bid decisions.
• Plan, strategize, and lead proposal development, including win themes, key discriminators, proposal graphics, and compliancy.
• Make sure win themes are documented early and carried consistently through every proposal volume.
• When no draft solicitation exists, build the proposal outline and template from legacy solicitation documents to get a head start before the final RFP is released.

Proposal Process Management (Shipley)

• Manage proposal execution using the Shipley process for GovCon proposals.
• Build the proposal schedule and manage its milestones so every activity is completed on time.
• Plan and run kickoff meetings, Proposal Status Reviews, color team reviews (Blue, Pink, Red, Gold), and executive briefs; drive remediation to raise probability of win (Pwin).
• Manage multiple proposals at once in a fast-paced environment, including rapid-turnaround deadlines.
• Respond quickly to solicitation amendments and Q&A and implement required changes across all volumes.

Compliance and Quality

• Analyze Sections L and M, the SOW/PWS, and other requirements, and build and maintain compliance matrices.
• Ensure every volume complies with proposal instructions, evaluation criteria, government Q&A, and formatting requirements.
• Gather and verify required supporting documentation, forms, certifications, and representations.
• Work with the capture manager and cost/price lead to keep pricing aligned with the technical and management volumes.

Team and Partner Coordination

• Coordinate writers, SMEs, solution architects, and reviewers internally, and assign and track their deliverables.
• Maintain strong relationships with teaming partners throughout proposal development and help put value-added teaming strategies in place.
• Coordinate NDAs and teaming agreements with the contracts department.

Submission

• Prepare final proposal packages and submit them through the relevant portals, such as GSA eBuy, SAM.gov, PIEE, and Maryland eMMA, ensuring on-time, error-free delivery.

Content, Collateral, and Knowledge Management

• Support development of capability and marketing collateral, including capability statements, pitch decks, and corporate qualifications.
• Maintain the proposal repository of past proposals, past performance write-ups, résumés, boilerplate, and templates.
• Capture lessons learned and debrief findings and keep improving VersaTech's proposal processes and tools.
• Help build a culture of collaboration, intentionality, accountability, and transparency, in line with VersaTech's core values.

AI Tools and Innovation

VersaTech is actively building AI into how we capture and win work. The Senior Proposal Coordinator is expected to use AI tools every day and to help the team use them well.

• Use generative AI tools (such as Claude, ChatGPT, Microsoft Copilot, or GovCon-specific proposal platforms) to speed up solicitation analysis, requirements extraction, compliance matrix development, outlining, first drafts, and editing.
• Use AI to search and reuse content from the proposal repository, past performance, and boilerplate, and tailor it to each solicitation.
• Use AI to help with opportunity research, competitive intelligence, and bid/no-bid analysis.
• Apply sound judgment to AI output: verify accuracy, keep VersaTech's voice and win themes, and make sure the final content is compliant and defensible.
• Protect sensitive information. Follow company policy and solicitation and contract terms on what may be entered into AI tools, including proprietary, source selection, CUI, and teaming partner data.
• Build reusable prompts, templates, and workflows, and share best practices with the BD and proposal team.
• Stay current on new AI capabilities and recommend tools and process improvements to leadership.

Required Qualifications

• Bachelor's degree in Business, Communications, Management, or a related field, or equivalent experience.
• 5+ years of proposal experience in the federal government contracting sector, including managing proposals from RFP release through submission.
• Working knowledge of the Shipley proposal process, color team reviews, and industry proposal practices.
• Proven ability to read and analyze solicitations (Sections L and M, SOW/PWS) and build compliance matrices.
• Hands-on experience using AI tools in professional writing or proposal work, with a clear understanding of their limits and of data-handling responsibilities.
• Advanced proficiency in Microsoft 365 (Word, Excel, PowerPoint, Outlook, Teams, SharePoint) and Adobe Acrobat Pro.
• Experience submitting through government portals such as GSA eBuy, SAM.gov, PIEE, or state procurement systems.
• A strategic thinker who can qualify opportunities and keep the team aligned to win themes.

Preferred Qualifications

• 5+ years of proposal experience with a track record of winning proposals valued at over $10M.
• Shipley and/or APMP certification (Foundation level or higher).
• Experience with GSA MAS, GWACs, IDIQ task orders, and Maryland state procurement (eMMA).
• Background in AV, IT, or systems integration proposals.
• 3+ years of technical writing experience.
• Active security clearance, or eligibility to obtain one.
• Experience with proposal graphics tools and GovCon AI proposal platforms.
• Experience with non-federal proposal submissions, including bid packages for general contractors, state, local, and higher education.

Core Competencies

• Excellent project management skills, with the ability to set a clear path forward and define and track milestones
• Excellent organizational skills and attention to detail
• Strong written and verbal communication skills, including briefing senior leadership
• Ability to lead cross-functional teams through collaboration and consensus
• Calm, sound decision-making under pressure and tight deadlines
• Works with minimal supervision, showing initiative, accountability, and flexibility
• Curiosity and a drive to keep learning, especially around new tools and techniques
• Remote-eligible position. Remote employees are expected to keep a professional home office and be available during core business hours.
• Occasional onsite presence at VersaTech Headquarters in Savage, MD, may be required.
• Company-provided laptop and equipment.
• Occasional work outside core business hours to meet proposal deadlines.

VersaTech offers an excellent benefits package that includes 401k employer-matching retirement contributions, generous paid time off (3 weeks PTO plus 11 holidays), and ample growth opportunities.

VersaTech, Inc. is committed to hiring and retaining a diverse workforce. We are proud to be an Equal Opportunity/Affirmative Action Employer, making decision without regard to race, color, religion, creed, sex, sexual orientation, gender identity, marital status, national origin, age, veteran status, disability, or any other protected class.

VersaTech is an Equal Opportunity Employer
VersaTech is an equal opportunity employer that prohibits discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, gender identity or expression, national origin, disability, veteran status, genetic information, pregnancy, or any other protected characteristic as outlined by Federal, State, or Local laws.

We are committed to a workplace that provides equal opportunity, fair treatment, and merit-based decisions for all employees and applicants and fosters a professional environment where all individuals are respected and can succeed.