Proposal Coordinator (Part Time)

Ariel Partners•Nyc, NY

About The Position

We are seeking a part-time, experienced, and detail-oriented Proposal Coordinator to join our team. This position plays a critical dual role in both managing the proposal development lifecycle. The ideal candidate will manage the proposal schedule, coordinate inputs, and drive team collaboration, ensuring timely, high-quality submissions. Strong Project Management are needed for this role, PMP is a Plus. This position requires excellent editing, coordination, and scheduling skills, along with a solid understanding of federal, state, and local procurement processes.

Requirements

Bachelor’s degree in English, Journalism, Communications, Marketing, Business, or a related field.
3+ years of experience coordinating government and/or commercial proposals (Federal, State, Local preferred).
Proven experience with proposal management and coordination, including scheduling, tracking inputs, and facilitating team communication.
Familiarity with proposal development methodologies such as Shipley or APMP.
Strong editing, communication, and organizational skills.
Ability to manage multiple projects simultaneously in a fast-paced, deadline-driven environment.
Proficiency with Microsoft Office (Word, Excel, PowerPoint), Adobe Acrobat, and tools such as SharePoint, Teams, RFPIO, Loopio, or similar.
Strong attention to detail, time management, and multitasking skills.

Nice To Haves

Familiarity with GSA Schedules, IDIQs, BPAs, and federal acquisition regulations is a plus.
Experience with NASA SEWP, GSA MAS, or other contract vehicles is a bonus.
Self-starter with the ability to work independently and collaboratively across cross-functional teams.
APMP Foundation Certification or higher (preferred but not required)

Responsibilities

Review RFPs/RFIs and related solicitation documents to identify key submission requirements, deadlines, and compliance criteria.
Coordinate all aspects of the proposal development life cycle, including managing proposal calendars, action item trackers, compliance matrices, and Color Team review schedules (Pink, Red, Gold).
Schedule, facilitate, and document proposal meetings and working sessions with internal teams and partners.
Liaise with capture managers, proposal managers, SMEs, and technical staff to collect and organize necessary content and documentation.
Monitor and enforce internal deadlines to ensure timely submission of proposal components.
Track team assignments and ensure accountability for content delivery and review activities.
Assist with editing and formatting proposal documents for consistency, clarity, and compliance.
Maintain and update a centralized proposal content library, including corporate capabilities, past performance templates, resumes, and reusable content.
Support the development and formatting of visual elements such as org charts, compliance matrices, and graphics, coordinating with graphic designers as needed.
Coordinate final production and packaging of proposals (electronic and/or hard copy), ensuring compliance with submission instructions.
Facilitate and support Color Team reviews, compile reviewer comments, and track incorporation of feedback.
Monitor and apply industry best practices aligned with Shipley or APMP standards to improve proposal coordination processes.
Track submission outcomes and support post-submission activities such as debriefings and lessons learned sessions.