Proposal Coordinator at Advanced IT Concepts LLC – Reston, Virginia

Proposal Coordinator (DoD/Government Contracting)

Location: Reston, VA

Department: Business Development & Capture

Reports To: Sr. Proposal Manager

Company Overview

Advanced IT Concepts (AITC) is a rapidly growing engineering and technology services company specializing in systems engineering and integration, test and training systems support, range instrumentation and modernization, enterprise IT services, and mission-focused professional services. We support Department of Defense and federal government customers with expertise in live-fire and training range systems, network and communications infrastructure, systems lifecycle engineering, audiovisual and simulation systems, cybersecurity, program and project management, and global field service and sustainment. Our team provides end-to-end solutions spanning system design, integration, deployment, sustainment, and lifecycle modernization to ensure mission readiness for complex training and operational environments.

Advanced IT is an ISO 9001:2015 certified organization, operating under a disciplined quality management framework that ensures consistent delivery, continuous improvement, and customer satisfaction. All employees are trained in and required to adhere to Advanced IT’s established quality standards, policies, and procedures to ensure reliable, compliant, and high-quality performance across all programs and projects.

Job Summary

We are seeking a detail-oriented, high-energy Proposal Coordinator to join our Business Development team. This role is central to our success in the federal marketplace, specifically within the Department of Defense (DoD) sector. You will be the "air traffic controller" for the proposal lifecycle, ensuring every moving part—from technical writing to compliance matrices—lands perfectly and on time.

The ideal candidate understands that a DoD proposal isn't just a document; it’s a high-stakes project requiring meticulous organization, a firm grasp of the FAR/DFARS, and the ability to keep diverse teams focused under tight deadlines.

Key Responsibilities

• Lead the administrative aspects of the proposal process, including kickoff meetings, color team reviews (Pink, Red, Gold), and final production.
• Deconstruct RFPs/RFQs to create compliance matrices and proposal outlines that ensure every "shall" statement is addressed.
• Maintain the master proposal calendar, ensuring all contributors meet internal milestones to prevent "eleventh-hour" rushes.
• Manage the proposal workspace (SharePoint, Teams, or Privia), maintaining version control and ensuring security protocols for sensitive data are followed.
• Format complex documents to meet strict RFP requirements regarding margins, fonts, and page limits.
• Coordinate responses to Evaluation Notices (ENs) and maintain a library of "evergreen" content (past performance, resumes, and corporate capabilities).

Required Qualifications

• Bachelor’s degree in English, Communications, Business, or a related field.
• 3+ years of experience in federal proposal coordination, specifically supporting DoD contracts.
• Expert-level proficiency in Microsoft Word (Styles, Templates, Tables) and Adobe Acrobat Pro.
• Solid understanding of the Shipley Proposal Process and familiarization with FAR/DFARS requirements.
• Exceptional verbal and written communication skills; you must be comfortable "herding cats" and holding senior stakeholders accountable to deadlines.
• Ability to obtain (or current possession of) a Secret security clearance is highly preferred.

Compensation

Salary and benefits will be commensurate with experience, expertise, education, and potential. We offer our employees competitive compensation and a comprehensive benefits package. Employee will be included in uncapped Corporate Growth bonus incentive program.

Advanced IT provides equal employment opportunity (EEO) to all employees and applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability status, genetic information, marital status, ancestry, protected veteran status, or any other characteristic protected by applicable federal, state, and local laws and offers equal opportunity for VEVRAA Protected Veterans. Advanced IT, will not discriminate against employees and job applicants who inquire about, discuss, or disclose compensation information.