Proposal Coordinator

Location: Reston, VA

Department: Corporate

Type: Full Time

Min. Experience: Mid Level

SUMMARY – Responsibilities Overview

The Proposal Coordinator reports to Xator’s Business Development Vice President or his/her designee.  As a member of the proposal team, you facilitate the RFP process for capturing new business. You work with business unit leads and business development personnel to capture and evaluate proposal requirements, create project timelines and outlines, collaborate with project team members to draft RFP content and put the finishing touches on a winning proposal — all while managing tight timelines and quality of work. Acting as the administrator of proposals, you are the central point for the project team. Your in-depth knowledge of proposal development and RFPs, attention to detail and ability to juggle multiple demands are essential for success in this role.

During the proposal process your main focus is to support activities such as collecting, formatting, and updating past performance citations; collecting, formatting, and updating resumes; collecting, storing, and preparing data calls for use in the proposal; compiling and integrating components of the proposal response; performing desktop publishing and other related tasks to ready the proposal for color team review and submission; producing proposal content in electronic and hard copy forms; and supporting any/all other tasks associated with developing a winning proposal.  In this role, you will also proofread technical documents across various industry sectors to reconcile revisions. You will be expected to read entire documents for correct grammar, use of language, consistent presentation of names/acronyms, and to verify footing and cross-footing.


Ideal candidates for this position will have extensive experience responding to government sources sought documents and requests for information (RFIs), quotes (RFQs), and proposals (RFPs).  This position interacts with Business Unit, Business Development, Capture, and Proposal teams, and works closely with graphic designers, technical subject matter experts, and others to ensure the delivery of a high-quality and timely final output.


The person in this position is required to meet tight deadlines as well as work extra hours as necessary during busy periods.  This position may require travel in CONUS on occasion.  Additionally, a TOP SECRET clearance is required.  This position will be located in Reston VA.



  • Provides support, as required, during all stages of capture/proposal development processes, from opportunity identification through submission. Provides guidance and expertise to subject matter experts (SMEs) and proposal team members on various proposal sections, to include technical responses, management plans, executive summaries, past performances, and resumes.
  • Performs detailed analysis of RFP/RFQ/RFI requirements and contributes to the identification and/or creation of win strategies, proposal themes, differentiators, and associated value proposition.
  • Develops annotated proposal outlines and provides guidance on suggested content
  • Creates and/or edits task order, market survey, sources sought notices, and request for information responses.
  • Develops and adheres to company style guide(s) and reinforces use of such style guides by proposal authors / contributors.
  • Researches, prepares, and edits documents; formats and proofs submissions from multiple authors/reviewers for a consistent and professional response; deciphers and eliminates redundant information.
  • Performs substantive reviews of proposal document, provides edits/comments based on requirements and win strategies prior to color team reviews.
  • Supports proposal manager with planning, preparing for, and initiating recovery after color team reviews.
  • Ensures accuracy of the proposal core data/information on templates and checks drafts throughout the proposal process, especially following document recovery from color team reviews and before final editing.
  • Interfaces with writers, illustrators, word processors, and subject matter experts in coordinating/preparing capture/proposal documentation. Coordinates data calls with subcontractors and related proposal support organizations/personnel.
  • Acts as the primary technical editor on proposal deliverables, when requested.  Reviews all communication for grammar, formatting, punctuation, etc.
  • Manages response accuracy by working with technical staff and management personnel. Constantly improves quality of deliverable and efficiency of the response process.
  • Works with graphic designers to develop proposal covers and bindings that fit binder sizes required for multi-volume proposal submissions.
  • Supports coordinating logistics and producing materials needed for review sessions and meetings related to the proposal life cycle process.
  • Serves as the scribe for working group sessions and major proposal meetings, recording topics, action items and responsibilities and getting the information distributed to the attendees in a timely manner following the session/meeting.
  • Additional duties as assigned.


  • Proficiency with Microsoft Office products and ability to quickly learn software application packages used by the various projects
  • 5+ years desktop publishing experience in Government proposal environment
  • 3+ years proposal production experience
  • Ability to work independently and under pressure to meet extremely aggressive deadlines and production schedules
  • Ability to work effectively (adaptable and flexible) in a fast-paced corporate environment, sometimes with minimal specific guidance and/or technical information
  • Demonstrated excellent written and verbal communication skills
  • Ability to work with internal and external SMEs and apply professional SME interviewing techniques. Ability to understand how factors gleaned from research and information provided by SMEs relate to customer requirements, typically in relation to new contract or task order pursuits.
  • Demonstrated experience completing projects in accordance with project plans and schedules
  • Ability to effectively work as a member of a cross-functional team – acting as the team lead in some situations with superior analytical and effective decision-making skills
  • Qualified candidates are subject to a security investigation and must meet minimum qualifications for access to classified information. U.S. Citizenship is required.


Bachelor’s degree or equivalent work experience required
Program/project management experience
The ability to obtain and maintain a US Security Clearance is required. 

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