Position Title: Proposal Coordinator
Location: Portland, OR
Work Arrangement: On-Site
Position Summary:Ondas Sentinel has an immediate need for a full-time Proposal Coordinator capable of supporting federal proposal development and operations across multiple concurrent efforts. Desired work location is onsite and based out of Portland, OR. This position requires demonstrated federal proposal coordination experience and a solid grasp of compliant solicitation and tender response development. The successful candidate must be highly organized, capable of managing multiple assignees and deadlines simultaneously, and comfortable interfacing with a wide range of internal disciplines, capture and business development as well as the full proposal development lifecycle more broadly. This role would help ensure all proposal activities are consistently organized, coordinated, accurate, and successfully delivered on schedule in support of federal government, defense, and commercial business development opportunities.
A successful candidate must be highly organized, detail-oriented, professional, resourceful, and capable of coordinating multiple assignees and deadlines simultaneously while demonstrating sound judgement in a deadline-driven environment. They should also be comfortable working closely with both Proposal and Capture Managers and interfacing with a wide range of internal disciplines, business development staff, subject matter experts (SMEs), and teaming partners. A strong command of Microsoft Office applications-particularly Word, PowerPoint, Excel, SharePoint, and OneNote-is essential along with the ability to support document formatting and technical editing/writing across proposal volumes.
This is an ideal opportunity for someone who takes pride in producing high-quality work, enjoys bringing order and consistency to complex activities, and wants to contribute to the development of a disciplined and growing proposal organization.
Required Duties and Responsibilities:- Perform the role on-site in Irvine, CA, working in person with the program team and lead SMEs while actively coordinating with non-local Proposal and Capture Managers
- Serve as the primary coordination point between the Capture/Proposal and Business Development teams to support the successful development and delivery of compliant proposals
- Assist the Proposal Manager team with proposal kickoff presentation, meeting coordination, and note-taking, agendas, schedules, action items, and follow-up activities
- Maintain proposal calendars, milestone schedules, deliverable trackers, status reports, and other administrative proposal documentation
- Communicate and track assignments, deadlines, outstanding inputs, review comments, and action items; proactively follow-up with contributors to maintain progress
- Organize and maintain proposal working files, reference materials, templates, supporting documentation, and content libraries in SharePoint ensuring materials are current, appropriately labeled, and accessible to authorized users; handle proprietary, sensitive and controlled information in accordance with Ondas Sentinel policies, contractual requirements, and applicable security protocols
- Help maintain visibility into proposal workload as well as upcoming or shifting deadlines, resource requirements, production priorities, and operational needs
- Support development, formatting, editing, and production of high-quality proposal documents, volumes, and supplemental or supporting materials; reinforce quality control by checking document consistency, completeness, version accuracy, and adherence to Ondas Sentinel proposal standards
- Assist with the preparation and maintenance of proposal compliance matrices, requirement trackers, production punch lists, and submission checklists
- Help track solicitation requirements, deliverable instructions, formatting constrains, and proposal-specific obligations; proactively identify missing or conflicting inputs and compliance concerns for review by the Proposal Manager; pinpoint opportunities for broader proposal team organization or workflow improvement
- Support final submission preparation, including file organization, document validation, and coordination of submission materials
Required Skills/Qualifications:- Minimum of 2-5 years industry experience directly supporting federal proposal coordination or federal acquisition efforts in proposal coordination, project coordination, document production, business development support, administrative operations, or related role
- Strong grasp of compliant solicitation and tender response development and requirements
- Highly organized, with the ability to manage multiple assignees and deadlines simultaneously
- Demonstrated proficiency with Microsoft Office Applications including:
- Word - advanced formatting, styles, section breaks, headers and footers, tables of contents, cross references, document layouts, file comparison, and long document management
- PowerPoint - presentation development, slide formatting, visual organization, charts, diagrams, and professionally branded presentation design
- Excel - Trackers, schedules, status reports, data organization, formulas, sorting, filtering, and spreadsheet formatting
- SharePoint - document libraries, file organization, collaboration, version control, and basic site administration
- OneNote - taking and sharing meeting notes, information organization, action item tracking, and collaborative reference documentation
- Excellent organizational and time management skills, with the ability to manage multiple assignments and competing deadlines in a fast-paced environment
- Attention to detail with strong written communication, proofreading, editing, and quality-check skills
- Strong interpersonal and communication skills including the ability to interact professionally with individuals across different departments and levels of the proposal team, Ondas Sentinel, and teaming partners
- Demonstrated ability to follow established processes while recognizing when clarification or additional guidance is needed; sound judgment, discretion, and understanding of the importance of handling sensitive business and proposal information appropriately.
- Ability to work under general direction in a fast-paced environment
- Attention to detail with strong proofreading and quality-check skills
- Excellent oral and written communication skills
Preferred Skills/Qualifications:- Experience working and supporting Department of Defense (DOD/DOW), aerospace, defense technology, or other regulated industry proposals
- Familiarity with a broad range of both government and commercial solicitation or acquisition types including RFPs, RFQs, RFIs, Sources Sought Notices, BAAs, CSOs, OTAs, White Papers, and other related documents
- Experience document editing and professional desktop publishing, long-form technical documentation production, or publication layout of response documents
- Ability to generate compliant proposal graphics, process flows, organizational charts, diagrams, and other visual communication materials
- Familiarity with APMP, Shipley, PMP, or similar proposal development methodology
- Experience with Adobe Acrobat PDF editing, document comparison, and file preparation
- Proficiency with, or willingness to learn Power BI and other data visualization tools
- Familiarity with Microsoft Teams, Planner, Project, or other project and collaboration tools
Education:- Bachelor's degree or equivalent combination of education and experience in Business Administration, Communications, English, Marketing, Project Management, or a related field
Clearance Level Required: No Security Clearance is required.
Export Control / ITAR Requirement: This position requires access to information and technology subject to U.S. export control laws and regulations, including the International Traffic in Arms
Work Authorization Requirement: Candidates must be legally authorized to work in the United States on a full-time basis without the need for current or future employment visa sponsorship.
Travel Required: Approximately 10% of the role requires travel.
Working Conditions:The diversity of work conditions may range from an environment where there is little or no physical discomfort, such as a general office environment, to warehouse and other facilities.
Work performed may be in a harsh climate and often in hazardous situations. While performing the duties of this position, one may regularly be exposed to extreme and austere desert or other environments.
Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job:
- Involves movement between departments, floors, and worksites to facilitate work.
Salary: $90,000-$120,000 annually
Salary depends on relevant work experience, education, training, essential skills, and/or other factors such as specialized or high-demand professions. In addition to the annual salary, the position will be eligible for an annual bonus. The pay range for this job level is a general guideline only and not a guarantee of salary or annual bonus.
Benefits:Our benefits are Ondas Sentinel'ed for your overall health and financial wellness. Ondas Sentinel offers a comprehensive healthcare benefits package. Base dental, vision, life, accident, disability, and other core benefits are fully covered by Ondas Sentinel. Ondas Sentinel provides paid time off and paid holidays. Additionally, Ondas Sentinel offers a 401 (k) plan with an employer match and immediate vesting.
Some Final Notes The description gives you a sense of what the position involves but is not an exhaustive list. We are a growing and evolving team, which means your responsibilities may shift or expand overtime as new opportunities arise. Flexibility and curiosity are part of what makes our work exciting!
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Pay Range: $95,000 - $120,000 per year
