Federal Proposal Coordinator - Desktop Publisher
Listed on 2026-07-14
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Administrative/Clerical
Office Administrator/ Coordinator, Data Entry
Job Summary
NTT DATA Services Federal Government LLC is currently seeking a Federal Proposal Coordinator/Desktop Publisher to join our Proposal Development Center (PDC) in Herndon, VA. NTT DATA’s federal proposal development approach is grounded in Shipley best practices and internal lessons learned. Our team thrives in fast‑moving pursuits, translating requirements into compelling proposals while supported by disciplined process management and clear communication. This role partners closely with proposal managers, capture teams, SMEs, writers, and graphic designers with a primary focus on production of high‑quality compliant proposal response documents and coordinating schedules, contributors, and activities.
The Proposal Coordinator works closely with Proposal Managers to understand the unique needs of each opportunity and to ensure on‑time delivery of polished, well‑formatted submission‑ready documents that meet RFP (Section L) requirements and internal style standards. The Proposal Coordinator also supports team collaboration throughout the opportunity lifecycle by establishing and maintaining SharePoint sites and document libraries.
- Manage proposal document creation and production using the M365 Suite (Word, Excel, PowerPoint) and Adobe PDF, including templates, styles, headers/footers, pagination.
- Review and understand RFP instructions for format, font/style, and response requirements to maintain document compliance and ensuring proposal structure, volume organization, and documentation requirements are met before submission.
- Maintain consistent formatting across volumes to include coordinating graphics, tables, and callout boxes.
- Adhere to solicitation and NTT DATA style guidelines.
- Create and administer SharePoint sites to include managing and tracking access permissions.
- Support proposal activities, including team rosters, calendars, work plans, meeting notes, action item tracking, and data calls.
- Coordinate day‑to‑day proposal development activities across color teams to meet milestone and submission deadlines.
- Support review cycles (Pink/Red/Gold or equivalent) by assembling draft volumes, incorporating edits, glossaries, appendices, and preparing final files.
- Track deliverables and content status (assignments, draft progress, reviews, approvals) and communicate risks/issues to the proposal manager.
- Assemble reusable boilerplate (past performance, resumes, management/technical sections, etc.).
- Coordinate data calls and information gathering, such as past performance examples, from teaming partners as assigned by the Proposal Manager.
- Maintain content libraries, reusable boilerplate, and compliance artifacts; assist with file organization.
- Recommend and implement process improvements to enhance proposal quality throughout the Proposal Development Center.
- Minimum 3 years of supporting and coordinating the federal proposal development process (civilian and/or DoD).
- Minimum 5 years of experience in: M365 Word (styles, headers/footers, TOC, cross‑references, multi‑level numbering, tables, graphics placement, compare, pagination, master formatting), Excel, PowerPoint and Adobe Acrobat for final production; solving formatting and production challenges quickly and decisively; maintaining SharePoint sites to ensure version control and effective document collaboration; working across multidisciplinary and geographically dispersed teams under tight deadlines; attention to detail and a quality control mindset (formatting consistency, compliance checks, and final production readiness);
organization and time‑management skills; ability to manage multiple concurrent deadlines and priorities.
- Minimum 5 years of experience in: M365 Word (styles, headers/footers, TOC, cross‑references, multi‑level numbering, tables, graphics placement, compare, pagination, master formatting), Excel, PowerPoint and Adobe Acrobat for final production; solving formatting and production challenges quickly and decisively; maintaining SharePoint sites to ensure version control and effective document collaboration; working across multidisciplinary and geographically dispersed teams under tight deadlines; attention to detail and a quality control mindset (formatting consistency, compliance checks, and final production readiness);
- BA/BS degree preferred.
- Experience solving problems with proposals and collaborating with a team to support the proposal submission process.
- Skilled with Adobe Creative Suite for editing text in existing graphics.
- Understanding team dynamics and ability to work with all team members to superior performance and personal satisfaction.
- Strong work ethic and personal accountability.
- Familiarity with Shipley or similar proposal best practices and color review processes.
- Experienc…
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