Proposal Coordinator
Hanaengineers, Richmond, VA, United States
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
Coordinate assigned proposals from go
o‑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 elevate 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
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
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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
Coordinate assigned proposals from go
o‑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 elevate 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
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
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