Senior Proposal Coordinator-Writer

Position Overview: Hidden Level is transforming airspace safety with innovative, scalable drone detection and airspace technology. We provide real-time, actionable data to enhance security across various environments. As we expand, we're looking for a Proposal Coordinator-Writer to manage proposal development activities and write content for proposal submissions to the defense, federal, international, and commercial markets. As a Proposal Coordinator-Writer, you will help Hidden Level’s Growth Team drive sales.

Location: Syracuse, NY-based Hybrid; East Coast if fully remote

Responsibilities

Project/Proposal Coordination

Manage assigned proposals from planning and solicitation analysis through development, review, and submission.

Develop/manage proposal plans (schedules, compliant outlines, requirements matrices, writing assignments/tasks, roles and responsibilities, color team reviews, etc.).

Coordinate cross-functional teams and meetings (kickoffs, stand-ups, color-team reviews).

Monitor progress against the proposal plan, identify risks and issues, and coordinate corrective actions to maintain schedule, compliance, quality, and submission readiness.

Manage review cycles and track comments, action items, and required revisions through resolution.

Content Creation

Write persuasive, compliant, competitive, and cogent proposal content tailored to customer requirements and evaluation criteria.

Translate complex technical concepts into accessible proposal content and impactful tables, charts, and images using Microsoft® tools.

Author and maintain corporate proposal library and technical resume content, coordinating reviews/approvals with functional subject matter experts.

Maintain configuration management of the document archives and the proposal content library.

AI Tool Implementation for Workflow Improvement

Employ approved AI and proposal automation tools to support efficient proposal development, compliance, reviews, and quality assurance.

Collaborate with stakeholders to develop, test, and maintain AI-enabled proposal resources, workflows and a centralized prompt library.

Provide guidance and training on the effective use of approved AI-enabled proposal tools and resources.

Requirements and Evaluation Criteria Analysis

Analyze customer solicitations to identify customer needs and shape responsive content.

Guide contributors to address customer requirements/evaluation criteria.

Apply customer, competitive, and solution insights from Capture Plans to strengthen proposal/solution positioning.

Team Collaboration

Communicate effectively with engineers, developers, managers, and other stakeholders to develop customer-focused proposal documents.

Facilitate timely decision-making, information exchange, and resolution of cross-functional proposal development issues.

Lead reviews with stakeholders to enhance solution offering, integrate win strategies, and quantify customer benefits.

Quality Assurance

Independently manage multiple projects with minimal supervision, ensuring timely and quality outputs.

Edit, refine, and format proposal content to meet customer requirements, corporate branding, and applicable style guides

Prioritize tasks effectively to balance deadlines with quality execution.

What We’re Looking For

Self-motivated, creative, and focused on quality execution—managing projects and resources from beginning to end, independently.

Ability to overcome obstacles and solve complex issues with creative solutions while meeting deadlines and providing progress updates to internal stakeholders.

Organized and adept project manager who can maintain a high-level of accuracy and attention to detail in a dynamic environment.

Results-oriented with a passion for continuous process and tool improvement who effectively collaborates with, guides, supports, and influences individuals and teams under tight deadlines.

Required Qualifications

Bachelor’s degree in marketing, communications, English, journalism, technical/scientific writing or equivalent experience related to this position.

5 -10 years of overall writing experience.

5+ years of experience with proposal and/or project coordination/management, supporting multiple projects at a time.

3+ years of experience working with Gen AL writing tools.

Strong analytical skills, coupled with an ability to collaborate proficiently.

Experience developing proposal graphics, writing content, and editing /formatting large, complex technical and proposal documents.

Excellent verbal and written communication skills, including proficiency in grammar, punctuation, spelling, and formatting.

Proactive customer service skills with ability to manage multiple projects simultaneously.

Proficient in MS Office® (Word®, Excel®, PowerPoint®, Project®, Visio®) and working knowledge of Adobe Acrobat DC and MS SharePoint.

Ability to obtain security clearance if required.

Preferred Qualifications

Knowledge of the Shipley Associates’ capture-proposal process for the defense and international market segments.

Compensation and Benefits: Hidden Level offers a competitive salary and a comprehensive benefits package, including health insurance, paid parental leave, flexible time off, 401(k) with employer contributions, life insurance, disability insurance, and potential stock options.

Salary Range: The salary range for this position is estimated at $95,000 - $120,000 annually. Please note that the salary information is a general guideline only. Hidden Level considers factors such as (but not limited to) scope and responsibilities of the position, candidate's work experience, education/ training, key skills as well as market and business considerations when extending an offer.

Equal Opportunity Employer: Hidden Level is an Equal Opportunity Employer. We consider all qualified applicants for employment without regard to race, color, religion, national origin, sex, pregnancy, sexual orientation, gender identity, age, veteran status, disability, or any other status protected by applicable federal, state, or local law.

Security Note: Due to the nature of Hidden Level’s technology, only U.S. citizens can be considered for this position. Hidden Level Employees must be able to obtain and maintain a U.S. Government Security Clearance, if required for the position. Please click here to review the National Security Clearance Adjudicative Guidelines.

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