Strategic Federal Proposals 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

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,