Proposal Coordinator
Galois, Inc., Dayton, OH, United States
About Galois
Galois tackles the hardest problems in computer science. Our mission is to assure trust in critical systems that protect the privacy and integrity of information in the real world. From building digital engineering tools that make space exploration safer to verifying cryptographic libraries that protect some of the world's most valuable data, Galois develops technology to guarantee the trustworthiness of systems where failure is unacceptable.
We believe trustworthy systems are built on a formal mathematical foundation. Our researchers apply formal analysis techniques to the design and verification of critical software systems, allowing us to model, analyze, and mathematically prove that a system behaves exactly as intended under all circumstances. With clients including DARPA, NASA, AWS, and the DoD / DoW, we leverage our cutting-edge research to deliver high assurance solutions and tools that enhance security, reliability, and operational efficiency across sectors including aerospace & defense, healthcare, semiconductors, and fintech.
Life at Galois: People are the foundation of Galois's success. As an employee-owned company, we care not only about the technologies we develop, but also the path we take to create them. Galois operates under a highly collaborative organizational model that encourages leadership and teamwork and respects the individuals.
About The Role We are seeking a highly organized and detail-oriented Proposal Coordinator to lead the end-to-end coordination of proposals across government, federal, and commercial opportunities. This role sits at the center of our business development efforts, partnering closely with Principal Scientists, business development, engineering, finance, legal, security, and external partners to deliver high-quality, compliant proposals.
This is not a purely administrative role; you will own and drive proposal workflows, guide individuals through complex submission requirements, and ensure alignment across stakeholders from kickoff through award.
The ideal candidate brings strong judgment, excellent communication skills, and the ability to manage multiple proposals simultaneously in a highly collaborative environment.
Responsibilities Proposal Coordination
Own and manage the full proposal lifecycle, from kickoff through submission, award, and post-award support
Develop and proactively manage proposal schedules to ensure deadlines are met and efforts stay on track
Partner with technical leads (e.g., Principal Scientists / Offer Builders) to drive progress and maintain alignment across all proposal components
Coordinate cross-functional contributors (engineering, finance, legal, security, and external partners) to ensure timely, compliant, and complete inputs
Submission and Compliance Excellence
Interpret solicitation requirements (e.g., RFPs, RFQs, RFIs) and ensure proposals are fully compliant and responsive
Create and tailor proposal templates and structures to align with solicitation requirements
Review and validate complete proposal packages prior to submission
Serve as an Authorized Organizational Representative for proposal submission, ensuring compliance with all requirements, and formally submitting on behalf of the company
Budget Coordination
Drive the development of comprehensive cost proposals with Principal Scientists / Offer Builders, ensuring alignment with engineering and finance teams as needed
Conduct award cost acceptance reviews, identifying and communicating any contractual deviations from the final submitted proposal to key stakeholders
Lead award cost negotiations with clients, providing cost support data and coordinating adjustments to cost proposals, SOWs, and other requirements
Subcontractor Coordination
Generate and manage subcontractor RFPs for prime proposals and review responses for completeness and compliance
Manage subcontractor-related inquiries during client negotiations, providing guidance and coordination to ensure subcontractor responses meet client requirements
Systems, Data & Process Improvement
Maintain accurate and up-to-date proposal and opportunity data in the CRM system throughout the lifecycle
Track and analyze proposal metrics to identify trends, improve workflows, and inform decision-making
Maintain and enhance proposal libraries, templates, and reusable content (e.g., resumes, past performance, boilerplate language)
Continuously refine proposal processes to improve efficiency, quality, and scalability
Stakeholder Communication & Enablement
Provide guidance to internal and external stakeholders on proposal requirements, timelines, and best practices
Ensure internal alignment on commitments, risks, and terms prior to submission
Support knowledge sharing across the organization through training, documentation, and process updates
Key Qualifications
5+ years of experience in proposal coordination, proposal management, or a related role (government/federal experience strongly preferred)
Strong understanding of federal proposal processes and compliance requirements (RFP/RFQ/RFI)
Exceptional attention to detail and ability to manage complex, deadline-driven workflows
Advanced proficiency in Microsoft Excel, and strong skills in Microsoft Word, PowerPoint, and Adobe Acrobat
Experience working with collaborative document tools (e.g., Google Docs) and converting content into submission-ready formats
Excellent written and verbal communication skills, with the ability to work effectively across technical and non-technical teams
Ability to balance multiple priorities and adapt quickly
Preferred Qualifications
Experience supporting both government and commercial proposals
Familiarity with cost proposal development and/or working with subcontractors
Experience improving or scaling proposal processes and systems
Comfort operating in a role that requires both structure and flexibility, with a high degree of ownership
Location We enjoy a hybrid work environment, and candidates may be based out of any of our offices in Arlington, VA, Dayton, OH, Minneapolis, MN, or Portland, OR.
Compensation And Benefits Compensation is based on the value of your results, not your value as an employee or person. The compensation process, individual salaries, and criteria for salary changes are transparent to the entire company.
We offer a robust benefits package to provide for your and your family's well-being, including:
Employee Stock Ownership Plan (ESOP)
401(k) retirement plan with 5% employer match and immediate vesting
Fully paid medical insurance plans and dental and vision reimbursement plan
Health Savings Account (HSA) with generous employer contributions
Mental health and well-being support through our employee assistance program
5 weeks of paid time off and 9 days of paid company holidays each year
16 weeks of fully paid parental leave (available for birth, adoption, and fostering)
1 week of fully paid "Blue Sky" innovation time each year to pursue your interests
Equal Employment Opportunity Galois is an Equal Opportunity Employer and does not discriminate in employment opportunities or practices based on disability, veteran status, or any other characteristic protected by applicable federal, state, or local law. Consistent with the Americans with Disabilities Act (ADA) and federal and state laws, it is the policy of Galois, Inc. to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. If you require reasonable accommodation in completing the employment application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please contact peopleoperations@galois.com.
#J-18808-Ljbffr
We believe trustworthy systems are built on a formal mathematical foundation. Our researchers apply formal analysis techniques to the design and verification of critical software systems, allowing us to model, analyze, and mathematically prove that a system behaves exactly as intended under all circumstances. With clients including DARPA, NASA, AWS, and the DoD / DoW, we leverage our cutting-edge research to deliver high assurance solutions and tools that enhance security, reliability, and operational efficiency across sectors including aerospace & defense, healthcare, semiconductors, and fintech.
Life at Galois: People are the foundation of Galois's success. As an employee-owned company, we care not only about the technologies we develop, but also the path we take to create them. Galois operates under a highly collaborative organizational model that encourages leadership and teamwork and respects the individuals.
About The Role We are seeking a highly organized and detail-oriented Proposal Coordinator to lead the end-to-end coordination of proposals across government, federal, and commercial opportunities. This role sits at the center of our business development efforts, partnering closely with Principal Scientists, business development, engineering, finance, legal, security, and external partners to deliver high-quality, compliant proposals.
This is not a purely administrative role; you will own and drive proposal workflows, guide individuals through complex submission requirements, and ensure alignment across stakeholders from kickoff through award.
The ideal candidate brings strong judgment, excellent communication skills, and the ability to manage multiple proposals simultaneously in a highly collaborative environment.
Responsibilities Proposal Coordination
Own and manage the full proposal lifecycle, from kickoff through submission, award, and post-award support
Develop and proactively manage proposal schedules to ensure deadlines are met and efforts stay on track
Partner with technical leads (e.g., Principal Scientists / Offer Builders) to drive progress and maintain alignment across all proposal components
Coordinate cross-functional contributors (engineering, finance, legal, security, and external partners) to ensure timely, compliant, and complete inputs
Submission and Compliance Excellence
Interpret solicitation requirements (e.g., RFPs, RFQs, RFIs) and ensure proposals are fully compliant and responsive
Create and tailor proposal templates and structures to align with solicitation requirements
Review and validate complete proposal packages prior to submission
Serve as an Authorized Organizational Representative for proposal submission, ensuring compliance with all requirements, and formally submitting on behalf of the company
Budget Coordination
Drive the development of comprehensive cost proposals with Principal Scientists / Offer Builders, ensuring alignment with engineering and finance teams as needed
Conduct award cost acceptance reviews, identifying and communicating any contractual deviations from the final submitted proposal to key stakeholders
Lead award cost negotiations with clients, providing cost support data and coordinating adjustments to cost proposals, SOWs, and other requirements
Subcontractor Coordination
Generate and manage subcontractor RFPs for prime proposals and review responses for completeness and compliance
Manage subcontractor-related inquiries during client negotiations, providing guidance and coordination to ensure subcontractor responses meet client requirements
Systems, Data & Process Improvement
Maintain accurate and up-to-date proposal and opportunity data in the CRM system throughout the lifecycle
Track and analyze proposal metrics to identify trends, improve workflows, and inform decision-making
Maintain and enhance proposal libraries, templates, and reusable content (e.g., resumes, past performance, boilerplate language)
Continuously refine proposal processes to improve efficiency, quality, and scalability
Stakeholder Communication & Enablement
Provide guidance to internal and external stakeholders on proposal requirements, timelines, and best practices
Ensure internal alignment on commitments, risks, and terms prior to submission
Support knowledge sharing across the organization through training, documentation, and process updates
Key Qualifications
5+ years of experience in proposal coordination, proposal management, or a related role (government/federal experience strongly preferred)
Strong understanding of federal proposal processes and compliance requirements (RFP/RFQ/RFI)
Exceptional attention to detail and ability to manage complex, deadline-driven workflows
Advanced proficiency in Microsoft Excel, and strong skills in Microsoft Word, PowerPoint, and Adobe Acrobat
Experience working with collaborative document tools (e.g., Google Docs) and converting content into submission-ready formats
Excellent written and verbal communication skills, with the ability to work effectively across technical and non-technical teams
Ability to balance multiple priorities and adapt quickly
Preferred Qualifications
Experience supporting both government and commercial proposals
Familiarity with cost proposal development and/or working with subcontractors
Experience improving or scaling proposal processes and systems
Comfort operating in a role that requires both structure and flexibility, with a high degree of ownership
Location We enjoy a hybrid work environment, and candidates may be based out of any of our offices in Arlington, VA, Dayton, OH, Minneapolis, MN, or Portland, OR.
Compensation And Benefits Compensation is based on the value of your results, not your value as an employee or person. The compensation process, individual salaries, and criteria for salary changes are transparent to the entire company.
We offer a robust benefits package to provide for your and your family's well-being, including:
Employee Stock Ownership Plan (ESOP)
401(k) retirement plan with 5% employer match and immediate vesting
Fully paid medical insurance plans and dental and vision reimbursement plan
Health Savings Account (HSA) with generous employer contributions
Mental health and well-being support through our employee assistance program
5 weeks of paid time off and 9 days of paid company holidays each year
16 weeks of fully paid parental leave (available for birth, adoption, and fostering)
1 week of fully paid "Blue Sky" innovation time each year to pursue your interests
Equal Employment Opportunity Galois is an Equal Opportunity Employer and does not discriminate in employment opportunities or practices based on disability, veteran status, or any other characteristic protected by applicable federal, state, or local law. Consistent with the Americans with Disabilities Act (ADA) and federal and state laws, it is the policy of Galois, Inc. to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. If you require reasonable accommodation in completing the employment application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please contact peopleoperations@galois.com.
#J-18808-Ljbffr