Proposal Coordination, Senior Associate

Federal Proposal Coordinator

Guidehouse is looking for an experienced Federal Proposal Coordinator to support US government proposal deliverables, typically delivered in MS Office applications and Adobe Acrobat. At Guidehouse, proposal coordinators often support a Proposal Manager with proposal development activities, such as coordinating cross-function inputs, team communications, document version control, compliance, and production activities to generate complete, accurate, and on-time submissions. In addition, our proposal coordinators coordinate many smaller proposals and RFI responses independently. The successful candidate must demonstrate an ability to work efficiently under conditions of multiple deadlines and changing priorities to produce a large volume of high-quality material with attention to detail. This is not a remote position; we are looking for someone in the DMV who can work a few days per week in our offices in Tysons Corner, Arlington and/or Rockville. Must be a US citizen due to the nature of the work.

Job Description/Responsibilities:

• Support a Proposal Manager on large ($20M or higher contract value), complex US government proposals with proposal development activities, such as coordinating cross-function inputs, team communications, document version control, compliance, and production activities.
• Independently coordinate RFI responses and small (< $20M contract value) proposals.
• Prepare and maintain proposal schedules and collaboration workspace (Teams/SharePoint).
• Create proposal templates in MS Word (tailored text styles, layout, format) that align with RFP requirements and corporate branding.
• Learn and adapt to new technologies such as proposal management software and AI tools as they are adopted.
• Assemble draft response content using proposal content system.
• Prepare proposal compliance matrix, proposal outline, and internal production/status forms.
• Schedule and coordinate logistics for proposal kick-off meetings, stand-up meetings, editorial and quality/compliance reviews, and production activities (hardcopy, email, upload).
• Take and distribute meeting notes with action items, assignments, and deadlines clearly noted.
• Track action items and escalate issues in a timely manner.
• Follow up proactively with proposal contributors to confirm that assignments are completed as specified and within deadline.
• Perform compliance checks while compiling proposal documents or volumes to confirm that material provided by contributors meet RFP requirements or company guidelines.
• Maintain security and integrity of file proposal structure and support/control distribution of proposal files.
• Format proposals as needed in accordance with Guidehouse standard proposal templates in Word and assist proposal team members in use of the proposal template.
• Work on PowerPoint presentations in collaboration with graphic designers.
• Discuss graphics and text requirements at various stages of completion and make necessary changes as determined by customer.
• Coordinate graphics, editing, and quality reviews for assigned proposals.
• As applicable, lead proposal production in our Tysons Corner HQ of hard copy proposals and CD/USB deliverables as required by customers (not common).
• Archive final proposals and reusable proposal content following final submission, as directed by the proposal manager or team Director.
• Proofread and QC work to minimize errors.
• Effectively interface and communicate with stakeholders at all levels of the organization, including senior leadership.

What you will need:

• At least 4 years of experience in a fast-paced proposal environment requiring a variety of proposal deliverables (RFI/market research responses, RFP/RFQ responses, oral presentation decks, government forms, etc.).
• Bachelor's Degree in a related field.
• Proficiency in MS Office, SharePoint, and Adobe Acrobat Professional.
• Comfort using AI tools.
• Must be a US citizen due to the nature of many of our US government proposals.
• Since most of our federal teams are based in the DMV, we are looking for someone local who can work a few days per week in our offices in Tysons Corner, and/or Rockville.

What would be nice to have:

• Advanced skills with MS Office and Adobe Acrobat.
• Experience using Copilot, ChatGPT, or other AI tools to streamline proposal development tasks. If you have created your own Copilot agents, even better.
• Experience working with proposal content and workflow software such as Loopio or Responsive.
• Experience working with proposal writing AI software such as Rohan RFP (now Unified Acquisition Platform).
• Experience with Defense Advanced Research Projects Agency (DARPA) and Systems Engineering and Technical Assistance (SETA) or with DARPA and SETA proposals.

The annual salary range for this position is $74,000.00-$124,000.00. Compensation decisions depend on a wide range of factors, including but not limited to skill sets, experience and training, security clearances, licensure and certifications, and other business and organizational needs.

Guidehouse offers a comprehensive, total rewards package that includes competitive compensation and a flexible benefits package that reflects our commitment to creating a diverse and supportive workplace.

Benefits include:

• Medical, Rx, Dental & Vision Insurance
• Personal and Family Sick Time & Company Paid Holidays
• Position may be eligible for a discretionary variable incentive bonus
• Parental Leave and Adoption Assistance
• 401(k) Retirement Plan
• Basic Life & Supplemental Life
• Health Savings Account, Dental/Vision & Dependent Care Flexible Spending Accounts
• Short-Term & Long-Term Disability
• Student Loan PayDown
• Tuition Reimbursement, Personal Development & Learning Opportunities
• Skills Development & Certifications
• Employee Referral Program
• Corporate Sponsored Events & Community Outreach
• Emergency Back-Up Childcare Program
• Mobility Stipend

Guidehouse is an Equal Opportunity EmployerProtected Veterans, Individuals with Disabilities or any other basis protected by law, ordinance, or regulation.

Guidehouse will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of applicable law or ordinance including the Fair Chance Ordinance of Los Angeles and San Francisco.

If you have visited our website for information about employment opportunities, or to apply for a position, and you require an accommodation, please contact Guidehouse Recruiting at 1-571-633-1711 or via email at RecruitingAccommodation@guidehouse.com. All information you provide will be kept confidential and will be used only to the extent required to provide needed reasonable accommodation.

All communication regarding recruitment for a Guidehouse position will be sent from Guidehouse email domains including @guidehouse.com or guidehouse@myworkday.com. Correspondence received by an applicant from any other domain should be considered unauthorized and will not be honored by Guidehouse. Note that Guidehouse will never charge a fee or require a money transfer at any stage of the recruitment process and does not collect fees from educational institutions for participation in a recruitment event. Never provide your banking information to a third party purporting to need that information to proceed in the hiring process.

If any person or organization demands money related to a job opportunity with Guidehouse, please report the matter to Guidehouse's Ethics Hotline. If you want to check the validity of correspondence you have received, please contact recruiting@guidehouse.com. Guidehouse is not responsible for losses incurred (monetary or otherwise) from an applicant's dealings with unauthorized third parties.

Guidehouse does not accept unsolicited resumes through or from search firms or staffing agencies. All unsolicited resumes will be considered the property of Guidehouse and Guidehouse will not be obligated to pay a placement fee.