Hybrid Proposal Coordinator

at Ardent

• Job title: Proposal Coordinator
• Job type: Full Time
• Experience level: Junior, Mid level
• Salary: Not specified
• Degree requirement: Associate's Degree
• Location requirements: Hybrid, Vienna, United States

About the role

• Proposal Coordinator at Ardent supporting federal government proposal processes and ensuring timely, compliant responses. Collaborating with teams to deliver high-quality proposals.

Responsibilities

• Support day-to-day proposal operations to help plan, build, and deliver high-quality, compliant responses to RFPs.
• Work with proposal managers, subject matter experts, editors, capture managers, contracts staff, and subcontractors to keep proposal development efficient and organized.
• Review solicitation requirements to ensure compliance with instructions, deliverables, evaluation criteria, and submission deadlines.
• Help develop and maintain proposal schedules, outlines, assignments, and meeting plans.
• Identify and help improve proposal processes and workflows when needed.
• Track action items, responsibilities, deadlines, and materials for the proposal team and subcontractors.
• Schedule and coordinate meetings, conference calls, data calls, and team updates.
• Organize and maintain proposal files in SharePoint, ensuring materials are easy to find and properly managed.
• Build and maintain a proposal content library and repository of reusable artifacts.
• Use approved content to help draft executive summaries and management approaches.
• Maintain configuration control of proposal documents.
• Format and edit proposal documents as needed.

Requirements

• 1 to 2 years of proposal coordination experience with a federal contractor, preferably at a mid-tier firm.
• Advanced proficiency in Microsoft Office (Teams, Outlook, Word, PowerPoint, and Excel, SharePoint).
• Working knowledge of documentation and proposal development processes.
• Strong organization, teamwork, flexibility, and critical thinking skills.
• Ability to work independently, stay detail-oriented, and meet strict deadlines.
• Strong verbal and written communication skills.
• Refined interpersonal skills and the ability to work with people at all levels.
• Ability to assess situations, make sound recommendations, and apply critical thinking in support of the team and the company.

Benefits

• competitive pay
• comprehensive health coverage
• flexible PTO
• federal holidays off
• tuition reimbursement
• professional development support
• wellness stipends
• culture that values and rewards hard work, dedication, and adaptability