Proposal Coordinator

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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

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.

• 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 business 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…