PAE, Inc Senior Proposal Coordinator in Arlington, Virginia

Supporting the Most Exciting and Meaningful Missions in the World

Senior Proposal Coordinator

Senior Proposal Coordinator

Clearance: Secret

As a member of the PAE Corporate Proposals & Publications Group (PPG), the Senior Proposal Coordinator reports to the Publications Manager. The Senior Proposal Coordinator, under the leadership of the Proposal Manager, is responsible for leading proposal document management, training proposal team members in document and graphics workflow, leading the proposal publications and production teams (desktop publishing, graphics, production, and delivery); coordinating the flow of all proposal team work products; and functioning as lead desktop publisher.

Qualified candidates will have experience coordinating large, complex proposals, collaborating with the Proposal Manager on project-specific requirements to enable successful execution of proposal tasks, in-depth working knowledge of electronic document management systems, expert skills in Microsoft Office, and specialized experience in printing operations. Responsibilities as a Senior Proposal Coordinator center around three primary areas of responsibility:

  • Proposal Coordination: Support the Proposal Manager and coordinate and/or conduct critical proposal development activities such as kickoff meetings, document collaboration access and management, writer templates, advanced desktop publishing, the graphics development process, posting of proposal sections to the wall, color team reviews, review software administration, read-alouds, proposal production, and proposal delivery.

  • Publications & Content Management: Support non-proposal publications projects, maintain the proposal library (hardcopy and electronic) maintain the PAE knowledge base and content management of corporate documentation, training personnel in publications and content management topics, and support continuous improvement initiatives.

Major Areas of Responsibility

Proposal coordination to include:

  • Overseeing the full life cycle of document management for both electronic and printed material

  • Training all proposal team members in document management, graphics workflow, data security, and other publications aspects of the proposal

  • Coordinating team member server/system access and ensuring proper compartmentalization of proposal materials

  • Coordinating facilities, including war room and breakout room scheduling, badging of proposal team members, coordination of audio/video resources, establishment of information technology resources, training proposal team member in the use of toolsets and proposal procedures

  • Advanced desktop publishing, including complex manipulation of proposal documents including the positioning of text and graphic elements, formatting properties such as the size and style of type, column width, and spacing, performing quality check for document errors, coordination of graphics work flow, and the use and knowledge of Microsoft Office macros

  • Leading final production, including detailed planning of publications schedules in collaboration with the publications manager and proposal manager and logistics planning for proposal delivery

  • Enabling successful project execution by establishing proposal facilities, and required hardware and tools for proposal teams

  • Maintaining real-time status of proposal text and graphic and overall condition of the proposal documents

  • Supervising the daily workflow of the graphics designers and maintain status of proposal components

  • Supporting color reviews by scheduling review meetings; document preparation; configuration and administration of review tools, coordinating all input outputs from the review meetings; assist in the development of the review team information packet; and distribution of materials as required

  • Supporting non-proposal publications projects; maintain the proposal library (hardcopy and electronic) maintain the PAE knowledge base and content management of corporate documentation; training personnel in publications and content management topics; and support continuous improvement initiatives

  • (If Proposal Management track is desired): Under the direction of a Capture Manager, serving as proposal manager for task order proposals, including development of compliance matrices, creating writer content plans; project management of writing assignments; writing proposal sections; coordination of graphics and reviews; performing advanced desktop publishing; and managing final production/delivery

  • As part of this position’s career path development (if desired), developing the skills required to advance to Proposal Writer or Volume Manager, including serving as proposal manager for larger task order proposals or volume manager, developing compliance matrices, creating writer content plans; project managing writing assignments; writing proposal sections; coordination of graphics and reviews; performing desktop publishing; and managing final production/delivery. Demonstrating proficiency of these skills after a period of time and activity defined in the individual’s annual performance objectives.

Additional Responsibilities

  • Monitoring and distribution of Government communications related to solicitations.

  • Training Proposal and Publication colleagues on new tools and techniques used in proposal development

  • Supporting desktop publishing for special projects and non-proposal events

  • Supporting lessons learned processes by evaluating proposal workflow and making recommendations for improvement

  • The ability to conceptualize and create graphics, if qualified

  • Other responsibilities as defined by the Publications Manager

Required Knowledge, Skills, and Abilities


  • 2-5 years of experience in federal proposal development, managing proposal production and supporting complex proposal efforts

  • Experience in documentation collaboration administration

  • Technical writing and editing, including editorial practice and standards

  • Document/graphic design and development standards

  • Expert desktop publisher and user of Microsoft Office Suite and other content management and graphics applications

  • Ability to work often unpredictable schedules, including overtime, evenings, and weekends; and often over holidays

  • Ability to work effectively with diverse team makeups under high pressure conditions

  • Ability to travel


  • Experience with Microsoft SharePoint

  • Experience supporting task order proposals

  • Excellent oral and written communication skills with all levels of corporate personnel

Education and Experience

  • Associates Degree in Business Administration, Marketing, or Journalism. Equivalent experience may be accepted in lieu of degree

  • Minimum of 5 years in proposal development

  • Formal proposal management and project management training and education highly desirable

PAE is proud to be an Equal Opportunity Employer. Our hiring practices provide equal opportunity for employment without regard to race, religion, color, sex, gender, national origin, age, United States military veteran’s status, ancestry, sexual orientation, marital status, family structure, medical condition including genetic characteristics or information, veteran status, or mental or physical disability so long as the essential functions of the job can be performed with or without reasonable accommodation, or any other protected category under federal, state, or local law.

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PAE is a leading provider of enduring support for the essential missions of the U.S. government, its allied partners and international organizations. With over 60 years of experience, PAE supports the execution of complex and critical missions by providing global logistics and stability operations, technical services and national security solutions to customers around the world. PAE has a workforce of approximately 15,000 people in over 60 countries on all seven continents and is headquartered in Arlington, VA.

If you need a reasonable accommodation for any part of the employment process, please contact us by email at and let us know the nature of your request and your contact information. Requests for accommodation will be considered on a case-by-case basis.