Proposal Coordinator

Job Title: Proposal Coordinator

Job Location: Tampa, FL

Trace Systems Inc. has an entry-level opening as part of the proposal team. The proposal coordinator interfaces with a wide range of personnel including proposal managers, volume leads, subject matter experts, writers, and graphic artists to facilitate the efficient and effective development of the proposal. Primary duties include scheduling and participating in proposal meetings, tracking action items, establishing outlines, and providing consistent support across pursuits. This position has growth opportunities in proposal management and proposal writing. A strong writing background is preferred. The ideal candidate will be able to quickly take on writing tasks such as tailoring resumes and past performance. 

• Read and understand solicitations, contractual agreements, FAR clauses, and other applicable regulations.
• Create proposal outlines and response templates based on the solicitation requirements.
• Create cross-reference and compliance matrices.
• Regularly monitor for amendments, Q&A, and other updates to solicitations both during the proposal process and post-submission.
• Manage a list of action items throughout the proposal development.
• Coordinate meetings across multi-organizational proposal teams.
• Record meeting minutes and distribute notes resulting from proposal strategy sessions, color reviews, etc.
• Create and distribute data calls, coordinate the collection of requested data, and compile/analyze the results.
• Manage the flow of information across the entire proposal team.
• Follow up with teammates to collect proposal content input, updates, etc.
• Ensure version control of proposal draft documents.
• Assist in managing the proposal schedule and ensuring milestones are met.
• Maintain an organized file structure.
• Perform desktop publishing.
• Participate in regular proposal status meetings.
• Conduct proposal production activities.
• Coordinate data call responses to prime contractors for subcontracting opportunities.
• Perform other duties as required.
• Self-Motivated: The candidate must be able to learn the proposal process, and then undertake support tasks to make the proposal process smoother without needing to be explicitly tasked (e.g., updating the shared calendar, starting to extract requirements into a compliance matrix, archiving re-use materials following a bid, etc.).
• Works well in a team environment, under pressure, with a broad range of personalities: Proposal development involves collaboration from a large team of individuals with greatly differing personalities. And proposals can be stressful. The candidate must be able to operate in a large team setting and successfully navigate stressful situations without taking critical feedback personally.  
• Communication and Public Speaking skills:  The candidate will be required to interface with vice presidents, department directors, top engineers, and external teammates on a daily basis. The candidate must possess strong public speaking and written communication skills.

• MS Office Expertise: The candidate must consider themselves an expert at MS Word, and proficient with MS Excel and MS PowerPoint.
• Due to the nature of the work and contract requirements, US Citizenship is required.

• A minimum of one (1) year of relevant experience in federal contracting. Experience with government solicitation documents, including standard RFP structure.
• Strong writing skills.

• Bachelors degree with a focus on written communication skills (e.g., English Literature, Journalism, Political Science, etc.).

Trace Systems Inc. was founded to support and defend our nation's security interests at home and abroad–– whenever and wherever. We provide enterprise IT, engineering, full life-cycle communications, cybersecurity, cloud and virtualization services and solutions to the United States Department of Defense and other federal agencies.  

To Apply: We invite you to put your talents to work by joining a growing team of dynamic professionals here at Trace Systems! Be part of a culture at our leading-edge company where you can achieve great things while fostering a satisfying and rewarding career progression. To learn more about our current openings, text ‘tracejobs’ to 97211 or apply directly through our website at: www.tracesystems.com. #jointracesystems

Trace Systems is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, disability, veteran status, national origin, sexual orientation, gender identity, pregnancy, genetic information, or any other characteristic protected by law.