Proposal Coordinator

About Nava

Nava is a consultancy and public benefit corporation working to make government services simple, effective, and accessible to all. Since 2013, federal, state, and local government agencies have trusted Nava to build transformative digital services to help people access public benefits. Meeting our mission is an opportunity to restore trust between people and public institutions. We focus on populations that are the least protected because the stakes are higher.

As a client services company, we work with government agencies to improve how people apply for benefits, navigate their health care, and more. We bill for our time, selling our expertise and problem-solving methodology to government clients. Our clients hire us to help improve their products and services so that their users and beneficiaries have a better customer experience.

These end-users—the humans who benefit from our work—are at the core of everything we do. We research beneficiaries’ needs to help our government clients better deliver on their missions, providing everyone at Nava opportunities to do meaningful, impactful work.

Position Summary

The Proposal Coordinator supports the Senior Proposal Managers by assisting with the coordination and execution of proposal responses. This role is vital in ensuring Nava makes effective and efficient use of billable staff time while delivering compliant, compelling, and high-quality proposals. The Proposal Coordinator will work closely with various stakeholders, including Client Solution Managers, Subject Matter Experts (SMEs), and other proposal team members to support the end-to-end proposal development process.

The Proposal Coordinator also directly supports Growth executives and directors, and administers internal programs to build capacity for the Growth leadership team. Responsibilities include partnering with individual leaders to coordinate leadership and cross-departmental meetings, internal team touchpoints, or ongoing administrative support. The incumbent proactively identifies and supports efforts to improve coordination and operations for business development activities at Nava. 

Responsibilities include designing and administering scalable processes to kick off new proposal efforts, maintaining supporting materials and knowledge bases like our language libraries, and other proposal support duties as needed. Responsibilities also include supporting Senior Proposal Managers across their range of duties as needed, including but not limited to: deconstructing procurement requirements, developing and orchestrating a schedule, and understanding the compliance architecture to assist with delivering compliant, complete and compelling responses while supporting Nava’s values: Be Active Stewards, Pursue the Root Cause, Think Long-Term, Build Together, Inclusion is Essential and Progress Takes Work.

What you'll do

• Assist in the preparation and formatting of proposal documents to ensure they meet company and client standards.
• Coordinate proposal schedules, task assignments, and deadlines to ensure timely delivery of proposal sections.
• Facilitate communication among proposal team members via Slack, Atlassian tools (e.g., Jira, Confluence), and other collaboration platforms.
• Support the organization and maintenance of proposal documentation in Google Suite and other relevant systems.
• Establishing team channels in Nava’s communication platform (Slack)
• Setting up timekeeping codes for new proposal work 
• Coordinating with relevant stakeholders to schedule kickoff meetings
• Preparing proposal documentation to include the response shell, work plan and compliance list
• Own and coordinate the Growth Organization calendar, including weekly, monthly, and quarterly recurring meetings and ad hoc scheduling.
• Schedule and participate in proposal kickoff meetings, daily standups, and review sessions.
• Assist in setting up and managing growth workspaces in Slack, Atlassian Suite, and Google Suite.
• Act as a coordinator across portfolios and between business development and other Nava business units to support clear, consistent communication and collaboration
• Arranging and securing travel
• Securing meeting sites/rooms
• Managing sensitive matters with a high level of confidentiality and discretion, especially decisions directly impacting the global operations of the company

Required skills

• 2+ years of experience in proposal management, project management, or business operations, preferably in government contracting or technology consulting.
• Familiarity with the government procurement process
• Proficient in Microsoft Office Suite, Google Suite, Slack, Atlassian tools (Jira, Confluence), and other modern knowledge management tools.
• Strong organizational, communication, and time management skills.
• Detail-oriented with a strong commitment to accuracy and quality.
• An adaptive, empathetic, collaborative, and positive mindset
• Highly resourceful, reliable, and detail-oriented

Desired skills

• Proven success in an administrative or executive assistant role; preference for experience in professional services or civic/gov tech
• Experience interfacing with executives and managing their schedules
• Experience utilizing G-Suite (Google calendar, Google Drive, Google Docs/Sheets, and Google groups) or other scheduling software
• Experience coordinating proposals within a government technology consulting firm.
• Experience with AI and LLM tools, or specific proposal management or RFP development tools like Loopio
• APMP Foundation-level certification or similar is a plus.

Other requirements

All roles at Nava require the following:

● Must be legally authorized to work in the United States and meet any other requirements for government contracts for which they are hired.

● Candidates offered a job at Nava must have work authorization that does not require visa sponsorship, either currently or in the future. Please be aware that most of our positions require U.S. citizenship or a green card.

● May be subject to a government security investigation and must meet eligibility requirements for access to classified information or applicants who are eligible for security clearances.

Perks working with Nava

● Competitive benefits: We prioritize your well-being, offering highly competitive medical, dental, and vision benefits.

● Generous time off: Enjoy 20 days of accrued PTO, 12 paid federal holidays, 5 prorated floating holidays, and unlimited sick leave.

● Annual discretionary bonus: Paid annually to eligible employees. When Nava does well, you do well.

● Parental leave: Receive 16 weeks of fully paid parental leave and weekly meal deliveries during your leave.

● Employee wellness program: Access our comprehensive Employee Wellness Program.

● Virtual doctor visits: Enjoy zero copay virtual doctor visits through UHC.

● Fertility support: Benefit from fertility support and treatment options.

● Sabbatical leave: We offer a sabbatical leave program.

● 401k contributions: We match 4% of your salary in 401k contributions.

● Flexible work arrangements: We offer flexible work arrangements to suit your needs.

● Home office setup: Receive assistance with your home office setup and a monthly phone allowance.

● Utilities reimbursement: Get a monthly partial reimbursement for utilities (where applicable).

● Learning and development: Access our comprehensive learning and development program.

● Tuition and Professional development budget: Receive a prorated annual tuition and professional development budget and a LinkedIn Learning license.

● Equity stock options: Benefit from equity stock options.

● Employee referral program: Participate in our employee referral program.

● Commuter benefits: Enjoy commuter benefits.

● Insurance coverage: Receive short and long-term disability insurance, as well as life and accidental death insurance.

● Inclusive culture: Join our diverse, inclusive, highly collaborative, and vibrant culture that supports remote work.

Location

We have fully remote options if you reside in one of the following states:

Alabama, Arizona, California, Colorado, DC, Florida, Georgia, Illinois, Louisiana, Maine, Maryland, Massachusetts, Michigan, Minnesota, Missouri, Nevada, North Carolina, New Jersey, New York, Oklahoma, Oregon, Pennsylvania, Rhode Island, South Carolina, Texas, Tennessee, Utah, Virginia, Washington, Wisconsin.

*If you are not living in one of the states listed above, unfortunately, you will not be considered for a position at this time. 

Stay in touch

Sign up for our newsletter to find out about career opportunities, new partnerships, and news from the broader civic tech community.

Nava PBC equal opportunity employer that is deeply committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, age, gender, religious or political beliefs, national origin or heritage, marital status, disability, sex, sexual orientation or gender identity, genetic information, pregnancy, status as a protected veteran or any characteristic protected by federal, state, or local laws. Our commitment to diversity, equity, and inclusion not only reflects our values as a public benefit corporation but also enriches our ability to do our work. Learn more about where we are today and hope to be by 2025.

Please contact the recruiting team at [email protected] if you would like to request reasonable accommodation during the application or interviewing process.

We participate in E-Verify. Upon hire, we will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. This role requires you to work from the contiguous United States.