Proposal Coordinator

Job Description

Job Description

Description:

Hana Engineers and Consultants, LLC is seeking an experienced Proposal Coordinator to join our growing team and support our federal, state, and local government proposal program. This is a hands-on position for a proposal professional who enjoys collaboration, strong organization, and producing high-quality, compliant, and competitive submissions.

At Hana, the Proposal Coordinator partners with technical leadership and business development to coordinate proposal development from pursuit decision through final submission. This role is responsible for managing schedules, gathering inputs, supporting compliance, and helping ensure every proposal reflects Hana’s technical excellence, professionalism, and brand.

The ideal candidate is confident managing multiple proposals simultaneously, comfortable working with senior technical staff, and motivated by delivering strong proposals in a respectful, collaborative, and accountable environment.

Duty Location(s):

• Remote, with preference for candidates able to report to our Charleston, SC or Richmond, VA offices on a hybrid basis
• Fully remote candidates will be considered if they have strong prior remote experience and are willing to travel to an office periodically (typically quarterly) for in-person collaboration

About the Role & What Success Looks Like

This role is designed for a proposal professional who can coordinate multiple proposal efforts, keep teams organized, and help drive proposals to timely, compliant submission. The Proposal Coordinator works closely with Hana’s technical teams and business development leads to translate pursuit strategies into clear, compelling, and well organized proposal responses.

As Hana’s proposal team grows, this position offers opportunities to expand responsibilities across proposal operations, process improvement, and content library management, with a path to increased ownership based on performance and business needs.

The ideal candidate brings a calm, professional, and collaborative leadership style to the proposal team and is comfortable writing and editing proposal narratives. Currently, this role is non-supervisory with no direct report but works most closely with Hana's Proposal Specialist, often coordinating with them on their work assignments, reviewing their deliverables, and coaching them for quality and timeliness.

This position is intentionally focused on proposal execution and coordination. Success is measured by on-time submissions, compliance with solicitation requirements, quality and consistency of proposal deliverables, and strong internal collaboration with technical contributors.

Core Responsibilities

Proposal Leadership & Ownership

• Coordinate assigned proposals from go/no-go decision through final submission, serving as the primary day-to-day organizer and ensuring tasks, reviews, and milestones stay on track
• Coordinate multiple active proposals while balancing competing deadlines and priorities; proactively communicate risks and constraints
• Develop, maintain, and communicate detailed proposal schedules, including internal deadlines, reviews, and production milestones
• Facilitate proposal kickoff meetings, status meetings, and review cycles; capture action items and follow up on due dates
• Identify schedule risks, missing inputs, and potential compliance gaps early and address them or escalate to the proposal lead as needed

Compliance & Quality Control

• Interpret RFP/RFQ requirements and develop compliance matrices, outlines, and response frameworks
• Ensure proposals fully comply with solicitation instructions, evaluation criteria, page limits, formatting, and submission requirements
• Integrate content across all sections to ensure clarity, consistency, and responsiveness
• Perform final quality control checks (compliance, formatting, consistency) and support submission readiness in coordination with the proposal lead/approver

Content Development & Strategy Execution

• Coordinate and integrate technical, management, past performance, and resume content from subject matter experts
• Write, edit, and proofread proposal content to ensure clarity, coherence, and alignment with client and solicitation requirements
• Help align proposal narratives with identified win themes, differentiators, and client priorities
• Maintain a consistent proposal voice and messaging across all volumes
• Partner with technical leads and business development staff to align proposal content with established pursuit strategies and client priorities

Team Coordination & Accountability

Day-to-Day Leadership (Proposal Specialist)

• Cooperate with the Proposal Specialist to help assign and prioritize their day-to-day tasks (e.g., resumes, project descriptions, data calls) based on proposal schedules and deadlines
• Review the Proposal Specialist’s deliverables for accuracy, completeness, formatting, and compliance before integrating into the final package
• Provide coaching, templates, and clear instructions to build consistent quality and efficiency
• Work directly with business development leads, project managers, and subject matter experts to coordinate proposal contributions and gather required inputs
• Clearly communicate expectations, deadlines, and required level of effort
• Follow up professionally to ensure inputs are received on time and meet formatting, compliance, and quality standards
• Notify the proposal lead of missed deadlines or quality concerns and help identify corrective actions

Process Improvement & Knowledge Management

• Maintain and improve proposal templates, resumes, project sheets, and content libraries
• Capture lessons learned and support continuous improvement of Hana’s proposal processes
• Assist with tracking proposal metrics such as win/loss data, schedule adherence, and workload forecasting

Required Qualifications

• 3+ years of experience supporting or coordinating proposals (AEC, engineering consulting, or government contracting environment preferred)
• Demonstrated ability to coordinate proposal efforts through submission, including interpreting RFP instructions, organizing contributors, incorporating reviewer feedback, and producing high-quality written content
• Familiarity with SF 330s and RFP/RFQ/RFI processes; ability to interpret instructions and support compliance requirements
• Proven ability to manage multiple deadlines and competing priorities
• Excellent written communication, editing, and content integration skills
• Ability to collaborate effectively with technical staff and leadership to gather content and incorporate feedback

Preferred Qualifications

• Familiarity with USACE and other DoD agencies
• Experience in the environmental consulting industry
• Experience improving proposal processes, templates, or content libraries
• Working knowledge of Adobe InDesign, InCopy, Expedience, or similar tools
• Experience mentoring, training, or guiding others in proposal development

Education & Technical Skills

• Bachelor’s degree in Communications, English, Marketing, Journalism, Technical Writing, Engineering, Science, or a related field
• Strong proficiency with Microsoft Office and Adobe Acrobat
• Ability to learn new software independently and efficiently
• Highly organized, detail oriented, dependable, and able to multitask effectively

Additional Information

• Occasional, approved overtime may be required during peak proposal deadlines
• Salary range: $67,000–$100,000, with flexibility for exceptional experience