Proposal Coordinator
Location: McLean, VA
Company: Harmonia Holdings Group, LLC
Job Description Apply Now
Harmonia Holdings Group, LLC is an award-winning, rapidly growing federal government contractor committed to providing innovative, high-performing solutions to our government clients and focused on fostering a workplace that encourages growth, initiative, creativity, and employee satisfaction.
Title: Proposal Coordinator /Knowledge – Public Sector Programs
Reports to: VP of Growth & Proposal Operations
Location & Work Model: McLean, VA — Hybrid (will consider fully remote)
Terms: Full-time
Position Summary:
Harmonia Holdings Group, LLC is looking for a highly organized and detail-oriented Proposal Coordinator with a passion for supporting public sector IT solution services. This person will play a critical role in coordinating and managing proposal submissions across all Business Units to Harmonia’s Federal Government customers. The Proposal Coordinator will ensure seamless collaboration between internal and external stakeholders such as Business Development, Capture, Talent Acquisition, Pricing, Proposal Operations, partners, and Harmonia customers to deliver compelling, accurate, compliant, and timely proposal responses. This role is ideal for someone who thrives in a fast-paced environment and enjoys working at the intersection of technology, partnerships, and government procurement.
Key Responsibilities:
Proposal Coordination & Submission:
- Manage the full lifecycle of proposal submissions from intake to final delivery.
- Coordinate content from various departments and partners.
- Review submissions for accuracy, completeness, and compliance with solicitation requirements (e.g., RFP, RFQ, RFI).
- Prepare final proposal packages for submission via electronic portals or email in accordance with agency instructions.
Partner Collaboration & Content Management:
- Serve as the central point of contact for proposal inputs from Harmonia partners
- Ensure partner content aligns with opportunity requirements and organizational standards.
- Track and manage supporting documentation such as certifications, past performance summaries, and pricing exhibits.
- Maintain consistent communication with internal Growth, Legal, and Contracts teams to confirm readiness for submission.
SharePoint
- Experience in using SharePoint online and managing internet web platforms
- Knowledge of Generative AI tools
- Ability to develop and communicate best practices for integrating tools into everyday businesses processes
- Ability to operate independently and identify intent from broad leadership direction
- Ability to work with Microsoft Power Platform, particularly Power BI, Power Apps, and Power Automate
- Work with Graphic Designer and software developer as necessary to design, develop and implement user interface, webpages, graphics, applications, and features that address business requirements
Compliance & Documentation:
- Verify that all submissions meet federal procurement compliance standards.
- Support internal audits and maintain organized proposal records within document management systems.
- Ensure all required representations, certifications, and vendor documents (SAM.gov, FAR/DFARS clauses, etc.) are up to date.
Process Improvement & Reporting:
- Assist in developing and maintaining standardized templates, checklists, and proposal libraries.
- Track submission metrics and identify opportunities to improve efficiency and quality.
- Support continuous process improvement efforts within the Proposal Operations team.
Cross-Functional Collaboration:
- Work closely with the Growth, Legal, Contracts, and Operations teams to ensure alignment on deadlines and requirements.
- Facilitate internal reviews, gather feedback, and manage revisions to proposal materials.
- Coordinate with the Marketing and Partner teams to ensure messaging consistency and brand alignment.
Knowledge Management
- Support the proposal team and VP on content storage, harvesting, knowledge management organizational improvements and working with proposal team to document standard operating procedures, guidelines, resources and tools for consistency and quality in Federal deliverables, including incorporating AI as part of regular proposal development tasks.
- Support in establishing capture routines: close-out reviews, after-action reviews, lessons-learned, decision logs, and subject-matter Q&A.
- Create concise, reusable summaries and “how-to” guides for core processes and tools.
- Build a searchable Knowledge Library with curated landing pages, metadata-driven navigation, and featured/evergreen content.
- Conduct Content libraries, content Gap analysis and Strategy, Content Harvesting based on the gap analysis, Content Publishing to ensure accessibility to fresh and approved content, Content Activation to drive content engagement and adoption through diverse channels and various content awareness initiatives, AI adoption, Data-Led Content Curation and Maintenance.
Other Duties:
- Perform additional tasks as assigned, including support for special projects, partner enablement efforts, and internal process documentation.
Required:
Education:
- Bachelor’s degree in Business Administration, Communications, English, or a related field.
Experience:
- 3-5 years of experience in proposal coordination, bid management, or contract administration, in a federal IT solution services.
- Familiarity with government procurement processes (federal).
- Experience managing RFP/RFQ submissions and coordinating cross-functional input.
Skills:
- Strong organizational and project management skills with exceptional attention to detail.
- Excellent written and verbal communication abilities.
- Proficiency with Microsoft Office, SharePoint, and CRM or proposal management platforms. Ability to manage multiple deadlines and competing priorities in a fast-paced environment.
Desired:
- Shipley trained and certified
- APMP Certification
- Familiarity with SAM.gov, FedBizOpps (SAM.gov Opportunities), or other public sector procurement platforms.
Key Competencies & Attributes:
- Highly organized, deadline-driven, and detail-oriented.
- Strong interpersonal skills with a collaborative mindset.
- Ability to adapt to shifting priorities and manage ambiguity.
- Proactive problem solver who takes ownership of deliverables.
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Here at Harmonia we are pleased to have been repeatedly recognized for our outstanding work culture, the innovative work we do, and the employees on our team who make a difference each day. Some of these recognitions include:
- Recognized as a Top 20 "Best Place to Work in Virginia"
- Recipient of Department of Labor's HireVets Gold Medallion
- Great Place to Work Certification for five years running
- A Virginia Chamber of Commerce Fantastic 50 company
- A Northern Virginia Technology Council Tech 100 company
- Inc. 5000 list of fastest growing companies for eleven years
- Two-time SBA SBIR Tibbett's Award winner
- Virginia Values Veterans (V3) Certification
We recognize that every bit of our success is the result of our teams of hard-working, motivated, and innovative professionals who are proud to call themselves part of the Harmonia family! In addition to competitive compensation, a family-focused culture, and a dynamic, productive work environment, we offer all full-time employees a variety of benefits including, but not limited to
- Traditional and HSA- eligible medical insurance plans w/ Wellness Incentives for employees and family
- 100% employer-paid dental and vision insurance options
- 100% employer-sponsored STD, LTD, and life insurance
- Veterans Cohort
- Gym membership reimbursement
- 401(k) matching
- Dollar-for-dollar 501(c)(3) donation matching
- Flexible-schedules and teleworking options
- Paid holidays and Flexible Paid Time Off
- Adoption Expense Reimbursement
- Paid Parental Leave
- Professional development and career growth opportunities and paid training days
- Employer-sponsored Employee Assistance Program for employee and family
- Team and company-wide events, recognition, and appreciation-- and so much more!
Check out our , , and to find out a little more about who we are and if we are the right next step for your career!
Harmonia is an Equal Opportunity Employer providing equal employment opportunity to all employees and applicants for employment without regard to race, color, religion, national origin, age, gender, gender identity, sexual orientation, disability, or genetics. Harmonia does and will take affirmative action to employ and advance in employment individuals with disabilities and protected veterans. To perform the above job successfully, an individual must possess the knowledge, skills, and abilities listed; meet the education and work experience required; and must be able to perform each essential duty and responsibility satisfactorily. Other duties in addition to those listed may be assigned as necessary to meet business needs. Reasonable accommodation will be made to enable an applicant with a disability to successfully apply for and/or perform the essential duties of the job. If you are in need of an accommodation, please contact .