Proposal Coordinator

This is a remote position.

Ad Hoc is a digital services company that helps the federal government better serve people. Our teams use modern, agile methods to meet the needs of our users while closing the gap between consumer expectations and government.

Work on things that matter

Our teams connect Veterans with services designed for their needs, help millions of people access affordable health care, and support important programs like Head Start. As we work with agencies to deliver critical services, we’re also changing how the government thinks about and uses technology.

Built for a remote life

Ad Hoc is remote-first and remote-always. We’ve designed our culture, communications, and tools to support a nationwide team. Being remote allows Ad Hoc to bring the best people onto our teams and give them the freedom to create a work environment that fits their lives. Maybe you need to adjust your schedule to care for your family or take a bike ride. At Ad Hoc, that’s welcomed.

Committed to high expectations and a welcoming culture

Ad Hoc values acceptance, accountability, and humility. We aren’t heroes. We leave our egos at the door to learn from our mistakes and improve the process for the next time.. We build small, inclusive teams to bring the best of consumer technology to the problems of government.

About the Role:

As a Proposal Coordinator for our Growth team, the Proposal Coordinator will manage all administrative aspects of proposal development. This includes ensuring the security and integrity of all proposal documentation, coordinating the review process, and assisting in producing the final proposal. They will support the Proposal Managers, Writers, and Director through all phases of the proposal lifecycle.

Key Responsibilities include (but are not limited to):

• Support the Proposal Manager in preparing and maintaining the documentation for managing the proposal, including:
• Annotated Outline
• Schedule
• Data Calls
• Submission artifacts and instructions
• Prepare notes/agendas/documentation for stand-up meetings, color team reviews, and internal pricing/staffing/solutioning sessions.
• Coordinate events and send invitations using Slack and the Google Calendar
• Maintain a Bid Operations calendar, recording all current proposal milestones
• Maintain Ad Hoc’s past performance repository and ongoing updates to past performance
• Manage the production of draft and final text and graphics for proposals by coordinating writers/graphic designers in alignment with color team reviews/schedules.
• Support Proposal Manager in developing review team evaluation packages and then record, disseminate, and track accepted recommendations.
• Participates in reviews to ensure proposal compliance with the RFP, coordinating and participating in comprehensive compliance reviews from RFP release through the various color teams, and awards.
• Support the development of proposal-related training.

Location:

This position 100% remote, and part of a closely-knit and dynamic team. Though you can reside anywhere in the US, you must work EST, starting by 9am.

Required Experience/Skills:

• Bachelor's degree or equivalent professional experience
• 1-2 years of experience in government contracting, ideally in a proposal support role within the professional services sector.
• Ability to produce compliant documents according to customer requirements.
• Familiarity with federal procurement, government contracts, and regulations, ideally in a proposal management role within the services sector
• Ability to read, write, and speak English at the level of a native speaker.

Preferred Experience/Skills:

• Ability to use Slack, Google Suite, MS Office Suite, and Adobe Acrobat Pro.
• Ability to easily learn additional software/apps, including AI proposal software, Salesforce, and GovWin.

To learn more about working at Ad Hoc, please visit: https://adhocteam.us/join/

Ad Hoc LLC is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, ancestry, sex, sexual orientation, gender identity or expression, religion, age, pregnancy, disability, work-related injury, covered veteran status, political ideology, marital status, or any other factor that the law protects from employment discrimination.

In support of the Colorado Equal Pay Transparency Act, and others like it across the country, Ad Hoc job descriptions feature the starting range we reasonably expect to pay to candidates who would join our team with little to no need for training on the responsibilities we've outlined above. Actual compensation is influenced by a wide range of factors including but not limited to skill set, level of experience, and responsibility. The range of starting pay for this role is $84,000 -$100,000 Our recruiters will be happy to answer any questions you may have, and we look forward to learning more about your salary requirements.

job reference: PROPO001466

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)