Proposal Coordinator

Title:Proposal Coordinator/Knowledge Public Sector Programs

Reports to: VP of Growth & Proposal Operations

Location & Work Model:McLean VA Hybrid (will consider fully remote)

Terms:Full-time

Position Summary:

Harmonia Holdings Group LLC is looking for ahighly organized and detail-orientedProposal Coordinatorwith a passion for supporting public sectorIT solution person willplay a critical role incoordinating and managingproposal submissionsacross all Business Units to Harmonias Federal Government Proposal Coordinatorwillensure seamless collaboration betweeninternal and external stakeholders such as Business Development Capture Talent Acquisition Pricing ProposalOperations partners and Harmonia customersto delivercompellingaccurate compliant and timelyproposalresponses. This role is ideal for someone who thrives in a fast-paced environment and enjoys working at the intersection of technology partnerships and government procurement.

Key Responsibilities:

Proposal Coordination & Submission:

• Manage the full lifecycle of proposal submissions from intake to final delivery.
• Coordinate content fromvarious departments and partners.
• Review submissions for accuracy completeness and compliance with solicitation requirements (e.g. RFP RFQ RFI).
• Prepare final proposal packages for submission via electronic portals or emailinaccordance withagency instructions.

Partner Collaboration & Content Management:

• Serve as thecentral pointof contact for proposal inputs fromHarmonia partners
• Ensure partner content aligns with opportunity requirements and organizational standards.
• Track and manage supporting documentation such as certifications past performance summaries and pricing exhibits.
• Maintain consistent communication with internal Growth Legal and Contracts teams to confirm readiness for submission.

SharePoint

• Experience in using SharePoint online and managing internet web platforms
• Knowledge of Generative AI tools
• Ability to develop and communicate best practices for integrating tools into everyday businesses processes
• Ability to operate independently and identify intent from broad leadership direction
• Ability to work with Microsoft Power Platform particularly Power BI Power Apps and Power Automate
• Work with Graphic Designer and software developer as necessary to design develop and implement user interface webpages graphics applications and features that address business requirements

Compliance & Documentation:

• Verify that all submissions meet federal procurement compliance standards.
• Support internal audits andmaintainorganized proposal records within documentmanagement systems.
• Ensure all required representations certifications and vendor documents ( FAR/DFARS clauses etc.) are up to date.

Process Improvement & Reporting:

• Assist in developing and maintaining standardized templates checklists and proposal libraries.
• Track submission metrics and identify opportunities to improve efficiency and quality.
• Support continuous process improvement efforts within the Proposal Operations team.

Cross-Functional Collaboration:

• Work closely with theGrowth Legal Contracts and Operations teams to ensurealignment on deadlines and requirements.
• Facilitate internal reviews gather feedback and manage revisions to proposal materials.
• Coordinate with the Marketing and Partner teams to ensure messaging consistency and brand alignment.

Knowledge Management

• Support the proposal team and VPon content storage harvesting knowledge management organizational improvements and working withproposal team to document standard operating procedures guidelines resources and tools for consistency and quality in Federal deliverables including incorporating AI as part of regular proposal development tasks.
• Support in establishing capture routines: close-out reviews after-action reviews lessons-learned decision logs and subject-matter Q&A.
• Create concise reusable summaries and how-to guides for core processes and tools.
• Build a searchable Knowledge Library with curated landing pages metadata-driven navigation and featured/evergreen content.
• Conduct Content libraries content Gap analysis and Strategy Content Harvesting based on the gap analysis Content Publishing to ensure accessibility to fresh and approved content Content Activation to drive content engagement and adoption through diverse channels and various content awareness initiatives AI adoption Data-Led Content Curation and Maintenance.

Other Duties:

• Performadditionaltasks as assigned including support for special projects partnerenablement efforts and internal process documentation.

Required:

Education:

• Bachelors degree in Business Administration Communications English or arelated field.

Experience:

• 3-5years of experience in proposal coordination bid management or contractadministration in a federal ITsolutionservices.
• Familiarity with government procurement processes (federal).
• Experience managing RFP/RFQ submissions and coordinating cross-functional input.

Skills:

• Strong organizational and project management skills with exceptional attention todetail.
• Excellent written and verbal communication abilities.
• Proficiency with Microsoft Office SharePoint and CRM or proposal management platforms.Ability to manage multiple deadlines and competing priorities in a fast-pacedenvironment.

Desired:

• Shipley trained and certified
• APMP Certification
• Familiarity with FedBizOpps ( Opportunities) or other public sector procurement platforms.

Key Competencies & Attributes:

• Highly organized deadline-driven and detail-oriented.
• Strong interpersonal skills with a collaborative mindset.
• Ability to adapt to shifting priorities and manage ambiguity.
• Proactive problem solver who takes ownership of deliverables.