Proposal Coordinator

Company OverviewAt Hexagon US Federal we provide cutting-edge technologies and a wide range of professional services to enable our customers to make smarter and faster operational decisions and improve mission effectiveness.Hexagon US Federal is an independent subsidiary of Hexagon Corporation exclusively focused on bringing the broad range of Hexagon technologies to the US Federal government and its partners.Quick HitsEmployees: 340Locations: Chantilly, VA (HQ); Huntsville, AL; St. Louis, MO; Lexington Park, MD, and other client sites across the USAwards and Recognition: Certified Great Place to WorkA day in the life of a Proposal Coordinator:As a Proposal Coordinator, you will work withProposal Manager and the proposal team, as well as capture leads, senior leadership, operations teams, and technical personnel to organize, track, develop and deliver compliant, winning proposals in response to customers. On smaller, less complex efforts, you may perform the role of the Proposal Manager.This job is for you if you:Are detail oriented and have a demonstrated ability to think analytically and apply solid judgment when interpreting and applying data, contract terms and conditions, and regulatory requirements to work products. Have interpersonal skills to communicate effectively with all levels of management and individual contributors. Key success factors include ability to plan and manage a schedule, commitment to on-time performance, and the ability to support concurrent proposal assignments in a time sensitive environment.The ideal candidate will have 3-5 years of previous experience and a bachelor’s degree.• Ability to work independently in a high-volume contracting environment.• Ability to analyze a problem and recommend solutions, problem solving skills.• Ability to communicate both orally and in writing.• Presentation skills with ability to distill and explain complex info simply and concisely.• Experience with Word Template design and desktop publishing• Experience and proficiency with MS Office Suite, Adobe Professional, and SharePoint/Microsoft Teams desired.• Experience with large language models like ChatGPT is desired.Experience with US Government Federal contracting and acquisition processes is required.What we are expecting from you:• Collaboration: Work with a wide range of personnel, to include Business Unit leads, technical and business subject matter experts, content developers, capture and proposal managers, sales leads, pricing, contracts and subcontracts, as well as Senior Leadership.• Creating Microsoft Word/PowerPoint or PDF Response Templates: Reading, reviewing, and analyzing request for proposal (RFP) and request for information (RFI) documents to create template for response.• Creating Pre-Proposal Artifacts: Examples include (but not limited to) developing proposal schedules, proposal outlines, compliance checklists, and assisting with creation of color team review (leadership approval review) materials.• Maintaining Proposal Artifacts: Working with Proposal Manager to adjust proposal schedule as needed (amendments, progress, Senior Leadership reviews, etc.), working with compliance auditor to update compliance matrix, and capturing/documenting official response approvals.• Tracking Action Items: Attending meetings, capturing meeting minutes/action items, and monitoring progress of action items• Desktop Publishing and Editing: Proofreading and formatting technical and non-technical documents,• Compliance Auditing: Ensuring responses are in compliance with all RFP/RFI requirements (i.e., structure, formatting, and content) – updating compliance matrix as required based on solicitation amendments.• Configuration Control: Managing permissions and access to response documents, ensuring version control of documents maintained, and resolving issues (if arise)• Production: Finalizing and producing response documents to include printing, copying, binding, shipping, or electronic uploads or preparation of digital media as required by client solicitation.• Identifying Content: Work with Program Manager, Sales Leads, and Capture/Proposal Managers to review solicitations to identify, capture, and write content for response to include past performance and key personnel. (see prompt engineering)• Maintaining the Content Repository (Proposal, Artifact, and Quals): Serving as site administrator (Microsoft Teams/SharePoint) to manage and organize content/structure. Helping teams with creating artifacts and boiler plate language for repositories.• Manages Smaller Proposal Efforts: Act as proposal manager on smaller, less complex, efforts.• Optional: Prompt Engineering (Artificial Intelligence): Bonus if have familiarity with large language models, prompt generation techniques, and algorithms (e.g., Generative AI/ChatGPT Prompts) to identify content in our repository.What we will provide in return:• Competitive health care plans with savings accounts• Dental and vision plans• 401k with 100% company match up to 6%, with immediate vesting on company match• Life and disability insurance• Learning Management System with robust offerings• Tuition Reimbursement Program• Flexible hybrid and remote working arrangements where possible• 12 paid holidays per year• Thrive Wellness Program• DE&I Committee with regular educational sessions and communications• Leadership Development Program with multiple learning optionsHexagon US Federal is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status.