Proposal Coordinator

Reston, VA

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Job Description

Our team is what makes Octo great. At Octo you'll work beside some of the smartest and most accomplished staff you'll find in your career.  Octo offers fantastic benefits and an amazing workplace culture where you will feel valued while you perform mission critical work for our government.  Voted one of the region’s best places to work multiple times, Octo is an employer of choice!


Octo Consulting Group is seeking a seasoned Proposal Coordinator to join our business development, team. In this position, you will be tasked with responsibility for supporting Federal Government proposals from the bid decision through the award. You will work collaboratively with the proposal managers and proposal development teams. The Proposal Coordinator is responsible for the version control of all proposal documents, distribution, receipt, and processing of data calls, managing proposal schedules, scheduling meetings and the logistics to make meetings smooth and successful, and for managing the production process for proposals prior to color reviews and submission. You will be the liaison between proposal managers and proposal development teams if the proposal manager is unavailable.

The Proposal Coordinator reports directly to the Director, Proposal Operations and will be part of the establishment and growth of an established and well-respected Proposal Operations Center. This is a position for a motivated individual who wants to make a difference in a small-but-rapidly-growing company. The ideal candidate has experience designing, developing, and implementing best practices related to proposal coordination to be employed across the organization in support of proposal development activities. In addition to supporting proposal development activities directly, The Proposal Coordinator will be given ownership of projects supporting the maintenance and expansion of a robust proposal operations infrastructure including information technology assets, processes, style guides, and a comprehensive and supportive proposal content library for Octo.

Primary job responsibilities include:

  • Supporting the process of analyzing solicitation documents and digesting submission requirements into compliant response templates (e.g., compliance matrices, proposal outlines)
  • Establishing and coordinating the proposal development schedules
  • Coordinating, tracking, properly filing, and accounting for all incoming/outgoing information including data calls, proposal content, graphics, and other proposal-related documents and files
  • Maintaining version control of all proposal documents through the use of software tools and frequent, consistent, clear communication with proposal teams
  • Assuring that all proposal documents and graphics remain in compliance with solicitation requirements, and adhere to Octo’s style guidelines
  • Editing and performing general quality control on all proposal content at multiple points in the proposal development process
  • Managing production of proposal drafts and other artifacts for color reviews (e.g., editing and producing proposal drafts for color reviews, and scheduling/coordinating all attendees, conference room, establishing teleconference bridges)
  • Capturing color review outputs and preparing data for Recovery Kickoff meetings
  • Performing desktop publishing activities and creating rudimentary proposal graphics (e.g., organization charts and process flow diagrams)
  • Managing the final production of all proposals

Secondary job responsibilities include: 

  • Supporting (in whole or in part) small responses to solicitations such as RFI, SSN, and smaller RFPs such as task order responses according to Octo’s three-tiered service delivery model
  • Writing (infrequently) proposal content as needed for sections such as past performance, resumes, and other sections not requiring subject matter expertise
  • Supporting the maintenance of Octo’s proposal content library of solution content and supporting graphics
  • Supporting pre-RFP business development and capture management activities such as developing capabilities briefs and other business development-related presentations

Skills & Requirements

  • Must have a minimum 3 years of experience in a performing Proposal Coordinator role for Federal Government proposals
  • Must have strong attention to detail, be highly organized, and have the ability to enforce version control and configuration management on teams of strong personalities
  • Must have the ability to learn the preferences of their proposal manager(s) and capture manager(s) and make recommendations, and provide guidance or clarifications on their behalf
  • Must have the ability to work on both team-based and independent tasks with equal effectiveness – there will be a strong mix of both – and to prioritize tasks as needed to accomplish all assigned tasks
  • Must have expert-level proficiency with Microsoft Word, Excel, PowerPoint, and Visio.
  • Must have strong capabilities with Microsoft Project and Adobe Acrobat Pro
  • Must have the ability to support proposal writing, desktop publishing, and rudimentary graphics creation with demonstrated experience in each
  • Possess initiative and ability to work effectively in high-stress situations with tight deadlines
  • Must have the ability and flexibility to work long and/or irregular hours
  • Must hold or be able to obtain a Top Secret security clearance

Additional Desirable Skills, Experience, and Knowledge:

  • Experience working in Management Consulting environment
  • Experience working in both large and small company environments
  • Experience with desktop publishing programs such as Microsoft Publisher or Adobe InDesign, and with graphics programs such as Adobe Illustrator or Photoshop is a plus
  • Desire to progress professionally and grow personally within a growing company where there is ample opportunity for growth


  • Bachelor's degree in English, Journalism, History, or similar is required
  • APMP certification is desirable but not required


  • Reston, VA

Physical Requirements:

  • Regularly required to sit for extended periods up to 80% of the time; frequently required to move about to access file cabinets and use office equipment such as PC, copier, fax, telephone, cell phone, etc.
  • Occasionally required to reach overhead, bend, and lift objects of up to 10 lbs.
  • Specific vision abilities required by this job include use of computer monitor screens up to 80% of time

Work Environment:

  • Individual’s primary workstation is located in an office area
  • The noise level in this environment is low to moderate

At Octo, our focus is on delivering results that matter. We are a premier provider of digital solutions and services to the federal government specifically in the areas of UI/UX, Agile, Data, and Cloud services.  We support and modernize our federal customer’s mission critical systems and functions. Agility is at our core: it is the mantra that drives us to succeed. We work quickly, analytically and deliver on agency priorities.


Octo is a growth-oriented firm that provides a unique, differentiated employee culture relative to our Federal market peers.  We leverage this growth-oriented and employee-centric culture to attract and retain a higher grade of talent than our peers to be an employer of choice.


  • Please no Corp-to-Corp or 1099 candidates; this position is W-2 only.
  • Those authorized to work in the US are encouraged to apply.
  • We are unable to sponsor H1B for this role 
  • Relocation will not be offered.
  • Octo Consulting Group is an Equal Opportunity/Affirmative Action Employer.  All qualified candidates will receive consideration for employment without regard to disability, protected veteran status, race, color, religious creed, national origin, citizenship, marital status, sex, sexual orientation/gender identity, age, or genetic information. Octo Consulting Group’s commitment to diversity and inclusive selection practices includes ensuring qualified long-term unemployed job seekers receive equal consideration for employment.
  • Selected applicant will be subject to a background investigation.