Proposal Operations Coordinator

About Xenith Solutions

Xenith Solutions is a Service-Disabled Veteran-Owned Small Business (SDVOSB) delivering technology, engineering, and mission support services to federal government customers. We are expanding our prime contracting portfolio and investing in the people, processes, and capabilities needed to support continued growth.
We are seeking a Proposal Operations Coordinator to join our Growth & Strategy team and play an important role in the planning, coordination, and execution of our federal proposal development efforts.

Position Overview

The Proposal Operations Coordinator is responsible for organizing and coordinating Xenith's proposal development activities, ensuring that contributors understand their responsibilities, schedules remain on track, reviews are effectively conducted, and submissions meet established quality and compliance standards.
This is a hands-on position for someone who understands the federal proposal development process, enjoys bringing structure to complex efforts, and knows how to keep a team moving toward a common deadline.
The successful candidate will combine practical proposal experience with exceptional organizational, communication, and interpersonal skills. They must be comfortable working with experienced professionals across multiple disciplines and organizational levels, facilitating productive working sessions, maintaining accountability for deliverables, and addressing obstacles before they affect proposal quality or schedule.
This role emphasizes proposal coordination, process execution, editorial quality, compliance, and production. Substantive technical writing, capture strategy, and solution development remain the responsibilities of designated pursuit leaders and subject matter experts.

Key Responsibilities

Proposal Planning and Coordination

• Develop and maintain proposal schedules, milestones, contributor assignments, compliance matrices, and production plans.
• Coordinate proposal kickoff meetings, working sessions, status meetings, and review activities.
• Facilitate productive meetings, establish clear expectations, and ensure that assignments, deadlines, and action items are understood.
• Monitor contributor progress, proactively follow up on commitments, and identify potential schedule or resource conflicts.
• Coordinate professionals across multiple functions and organizational levels, maintaining productive working relationships and accountability without formal supervisory authority.
• Manage multiple concurrent proposal activities, balancing competing priorities and submission deadlines.
• Identify emerging risks to proposal execution and coordinate timely resolution or escalation.
• Manage final proposal assembly, quality assurance, production, and submission readiness.

Proposal Process, Compliance, and Quality

• Support structured proposal development processes consistent with Shipley or comparable industry methodologies.
• Plan and coordinate formal color team reviews, including review preparation, participant coordination, documentation of findings, and tracking corrective actions.
• Analyze solicitations and acquisition documents to identify proposal instructions, evaluation criteria, submission requirements, and compliance obligations.
• Develop and maintain compliance matrices, proposal outlines, and submission checklists.
• Review proposal content for clarity, consistency, grammar, formatting, completeness, and responsiveness to solicitation requirements.
• Identify content gaps, inconsistencies, and potential compliance issues, coordinating corrections with responsible contributors.
• Prepare and maintain standard corporate proposal sections, administrative responses, and approved reusable materials.
• Maintain document configuration control and ensure accurate, complete, and professionally prepared submissions.

Process Improvement and Knowledge Management

• Maintain organized repositories of proposal templates, corporate qualifications, past performance references, approved content, and supporting materials.
• Develop and refine proposal workflows, checklists, and document management practices to improve consistency and efficiency.
• Support post-submission lessons-learned reviews and incorporate improvements into future proposal activities.
• Identify opportunities to improve proposal operations through practical application of technology, automation, and process refinement.
• Use approved AI-assisted and other productivity tools to support document analysis, editing, compliance verification, and administrative efficiency while maintaining appropriate information security and content validation standards.

Required Qualifications

• Minimum of two years of hands-on experience supporting competitive proposal development.
• Working familiarity with Shipley or a comparable structured proposal development methodology, including formal color team reviews.
• Direct experience supporting multiple proposal development cycles, including planning, contributor coordination, reviews, production, and submission.
• Demonstrated ability to coordinate deadline-driven activities involving multiple contributors with differing responsibilities and priorities.
• Strong meeting facilitation, organizational, and interpersonal communication skills.
• Experience developing and maintaining proposal schedules, compliance matrices, assignment trackers, and production documentation.
• Strong editing, proofreading, and document quality-control capabilities.
• Proficiency with Microsoft Word, Excel, PowerPoint, and collaborative document management tools.
• Demonstrated ability to coordinate geographically distributed contributors and facilitate effective virtual meetings.
• Ability to work independently, anticipate problems, manage competing priorities, and communicate confidently and professionally with senior personnel.

Preferred Qualifications

• Three to five years of experience in proposal coordination, proposal operations, or a closely related function.
• Experience supporting federal government proposals, particularly within the Department of Defense, Department of Homeland Security, or other federal agencies.
• Familiarity with FAR-based solicitations, IDIQ task orders, and small-business federal contracting.
• Experience supporting requests for information (RFIs), sources sought responses, or other federal acquisition submissions.
• Experience coordinating Pink Team, Red Team, Gold Team, or comparable structured proposal reviews.
• Familiarity with proposal content libraries, past performance repositories, and document configuration management.
• Experience supporting multiple concurrent proposal efforts within a deadline-driven environment.
• Familiarity with AI-assisted productivity tools and their practical application to document analysis, editorial quality, and workflow efficiency.

What Makes Someone Successful in This Role

The strongest candidates will bring more than knowledge of proposal processes. They will demonstrate the confidence, judgment, persistence, and initiative necessary to keep complex efforts organized and productive.
They will be comfortable facilitating discussions, asking direct questions, securing commitments, and constructively engaging experienced professionals when assignments or deadlines are at risk. They will understand how to maintain accountability through clear communication, professional relationships, and consistent follow-through.
They will recognize problems early, maintain composure under pressure, adjust to changing circumstances, and distinguish between issues they can resolve independently and those requiring leadership attention.
Most importantly, they will take ownership of the proposal coordination process, ensuring that contributors remain aligned, deliverables are completed, and the team maintains momentum toward a successful submission.

Work Environment

This is a fully remote position supporting Xenith's Growth & Strategy team and proposal contributors across multiple locations within the United States.
Employees residing near Xenith's Leesburg, Virginia office may elect to work from that location. Regular office attendance is not required.
The position involves frequent virtual collaboration, coordination of multiple simultaneous activities, and periods of heightened activity associated with proposal submission deadlines.

Why Join Xenith?

Xenith is expanding its federal prime contracting portfolio and strengthening the internal capabilities needed to support that growth.
The Proposal Operations Coordinator will have meaningful responsibility for the effectiveness of our proposal development process, direct interaction with company leadership, and an opportunity to influence how our proposal operations capability evolves.
We value individuals who demonstrate initiative, accountability, sound judgment, and a commitment to doing their work well. This position offers the opportunity to make a visible contribution to our Growth & Strategy organization while developing professionally alongside an experienced team.

Xenith Solutions LLC is a Service-Disabled Veteran-Owned Small Business founded in 2019. We provide comprehensive, timely and relevant Solutions and Business Consulting support to our customers as a key partner. Our leadership brings over a century of combined experience in Defense and Civilian markets. Our employees possess experience in all aspects of solution development from requirements creation, development, test and evaluation, fielding, and sustainment. At the core of our offerings, we provide strategy and technology solutions, giving our customers valuable insights and thought leadership on the best application of information technology to drive business objectives.

Xenith focuses on solving complex business challenges facing our customers. Our “Success Through Achievement” work ethic means our customer receive quality solutions through our commitment. We pride ourselves on tackling some of the most difficult operational requirements our customers have – ensuring an appropriate match between the mission requirements, financials, schedule, and security.

EEO

Xenith Solutions provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws.

EEO IS THE LAW

If you are an individual with a disability and would like to request a reasonable accommodation as part of the employment selection process, please contact Xenith Solutions.

E-Verify

As a Federal Contractor, Xenith Solutions is required to participate in the E-Verify Program to confirm eligibility to work in the United States.

Affirmative Action Plan

As a federal government contractor and based on Executive Orders and applicable laws and regulations, Xenith Solutions develops and maintains annual written Affirmative Action Plans and endeavors to hire and advance qualified minorities, females, individuals with disabilities, and protected veterans.

Originally posted on Himalayas