Proposal Coordinator

Position Description 

Title: Proposal & Business Development Coordinator
Classification: Exempt
Reports to: Director of BD – Karnita McElveen
 

Summary / Objective 

The Proposal & Business Development Coordinator plays a dual-role supporting Flatter’s integrated growth engine across business development, capture, and proposal operations. This position enables disciplined pipeline management, AI-enabled proposal processes, evaluator-focused content development, and marketing alignment to strengthen Flatter’s pursuit of DoD and DHS opportunities. 

The Coordinator partners with BD, Capture, Proposal Management, SMEs, and corporate leadership to support compliant, compelling, and timely submissions in accordance with Flatter’s strategic business goals for CY25–CY30, including expansion within target NAICS codes, growth on key IDIQs, and increased win probability through disciplined processes and tools. 

Essential Functions 

1. Business Development & Capture Support 

• Maintain accurate, complete, and timely data in Zoho CRM, ensuring opportunity intelligence, gate reviews, customer research, and competitor tracking are updated consistently. 
• Support BD meeting preparation—including pipeline reports, capability matrices, and opportunity briefs aligned with Flatter’s key pursuit lists. 
• Conduct targeted agency and competitor research (DoD, DHS, DAF, CBP, FEMA, USCG, etc.) and summarize findings for capture managers. 
• Coordinate teaming documentation (NDAs, TAs), subcontractor communication, and capture logistics. 
• Support development and documentation of capture strategies, win themes, ghosting strategies, and early storyboards under leadership’s direction. 
• Track pre-RFP and post-RFP actions, gate reviews, and compliance risks. 
• Ensure BD pursuits align with Flatter’s core service lanes and strategic targets (Mission Acceleration, Workforce Development & Readiness, Digital Transformation & Modernization). 

2. Proposal Coordination & Production 

• Support proposal kickoff meetings and contribute to schedule development, compliance matrices, and task assignments. 
• Conduct and document RFP analysis to extract requirements, deliverable structures, templates, and evaluator criteria. 
• Coordinate proposal writing inputs, including technical narratives, corporate experience, résumés, key personnel information, and forms (SOCIO, reps/certs, SF forms, OCI statements). 
• Assemble, format, and edit proposal volumes for consistency, clarity, grammar, and adherence to Flatter’s one-voice standard. 
• Track and organize all drafts through version control and SharePoint library/taxonomy. 
• Support pricing team by preparing pricing templates, gathering labor category mappings, and ensuring pricing deliverables match RFP instructions. 
• Manage graphics requests, coordinate visual assets, and ensure brand-consistent presentation. 
• Facilitate color team reviews (Pink/Red), consolidate reviewer comments, and track adjudication through final submission. 
• Support final production, packaging, portal submission, and compliance checks. 

3. Knowledge Management & Analytics 

• Maintain proposal library assets (templates, graphics, resumes, past performance library, boilerplate, compliance tools). 
• Track and report weekly BD metrics, proposal throughput, CRM activity, and KPI dashboard data. 
• Maintain past performance databases, ensuring entries align with target NAICS, agencies, and capability lanes. 
• Assist in implementing AI/automation workflows that support faster, more accurate proposal development. 

Competencies 

• Strong initiative, ownership, and follow-through in a fast-paced environment. 
• Excellent written and verbal communication; able to translate technical input into evaluator-focused narrative. 
• High attention to detail and accuracy. 
• Project management and time management excellence. 
• Ability to collaborate across BD, capture, delivery, SMEs, and executives. 
• Familiarity with federal procurement processes, IDIQ/BPA task order models, and Shipley methodologies. 
• Proficiency with AI tools, Microsoft 365, Zoho CRM, SharePoint, and Adobe Suite. 

Disclaimer: 

• The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. 

Additional information: 

• Flatter, Inc. is an equal opportunity employer, all interested qualified applicants are encouraged to apply, EEO/D/M/V/F. Flatter welcomes and encourages diversity in the workforce. All your information will be kept confidential according to EEO guidelines. 

 Required Education & Experience: 

• Bachelor’s degree in Business, Marketing, Communications, English, or related field. 
• 1–3 years of experience in government contracting, BD, marketing, or proposal coordination.  
• Proficiency in Microsoft 365, SharePoint, Zoho CRM, Adobe. 
• Ability to interpret RFPs and develop compliant, compelling proposal content. 

Preferred Education & Experience: 

• APMP certification or Shipley training. 
• Experience supporting IDIQ/BPA task order responses.