Proposal Coordinator

Who We Are: Galois tackles the hardest problems in computer science. Our mission is to assure trust in critical systems that protect the privacy and integrity of information in the real world.  From building digital engineering tools that make space exploration safer to verifying cryptographic libraries that protect some of the world’s most valuable data, Galois develops technology to guarantee the trustworthiness of systems where failure is unacceptable.

What We Do: We believe trustworthy systems are built on a formal mathematical foundation. Our researchers apply formal analysis techniques to the design and verification of critical software systems, allowing us to model, analyze, and mathematically prove that a system behaves exactly as intended under all circumstances. With clients including DARPA, NASA, AWS, and the DoD / DoW, we leverage our cutting-edge research to deliver high assurance solutions and tools that enhance security, reliability, and operational efficiency across sectors including aerospace & defense, healthcare, semiconductors, and fintech.

Life at Galois: People are the foundation of Galois’s success. As an employee-owned company, we care not only about the technologies we develop, but also the path we take to create them. Galois operates under a highly collaborative organizational model that encourages leadership and teamwork and respects the individuals.

For more on our culture and organizational structure, visit Life at Galois.

We are seeking a highly organized and detail-oriented Proposal Coordinator to lead the end-to-end coordination of proposals across government, federal, and commercial opportunities. This role sits at the center of our business development efforts, partnering closely with Principal Scientists, business development, engineering, finance, legal, security, and external partners to deliver high-quality, compliant proposals.

This is not a purely administrative role; you will own and drive proposal workflows, guide individuals through complex submission requirements, and ensure alignment across stakeholders from kickoff through award. 

The ideal candidate brings strong judgment, excellent communication skills, and the ability to manage multiple proposals simultaneously in a highly collaborative environment.

Proposal Coordination

• Own and manage the full proposal lifecycle, from kickoff through submission, award, and post-award support
• Develop and proactively manage proposal schedules to ensure deadlines are met and efforts stay on track
• Partner with technical leads (e.g., Principal Scientists / Offer Builders) to drive progress and maintain alignment across all proposal components
• Coordinate cross-functional contributors (engineering, finance, legal, security, and external partners) to ensure timely, compliant, and complete inputs

Submission and Compliance Excellence

• Interpret solicitation requirements (e.g., RFPs, RFQs, RFIs) and ensure proposals are fully compliant and responsive
• Create and tailor proposal templates and structures to align with solicitation requirements
• Review and validate complete proposal packages prior to submission
• Serve as an Authorized Organizational Representative for proposal submission, ensuring compliance with all requirements, and formally submitting on behalf of the company 

Budget Coordination

• Drive the development of comprehensive cost proposals with Principal Scientists / Offer Builders, ensuring alignment with engineering and finance teams as needed
• Conduct award cost acceptance reviews, identifying and communicating any contractual deviations from the final submitted proposal to key stakeholders
• Lead award cost negotiations with clients, providing cost support data and coordinating adjustments to cost proposals, SOWs, and other requirements.

Subcontractor Coordination

• Generate and manage subcontractor RFPs for prime proposals and review responses for completeness and compliance
• Manage subcontractor-related inquiries during client negotiations, providing guidance and coordination to ensure subcontractor responses meet client requirements.

Systems, Data & Process Improvement

• Maintain accurate and up-to-date proposal and opportunity data in the CRM system throughout the lifecycle
• Track and analyze proposal metrics to identify trends, improve workflows, and inform decision-making
• Maintain and enhance proposal libraries, templates, and reusable content (e.g., resumes, past performance, boilerplate language)
• Continuously refine proposal processes to improve efficiency, quality, and scalability

Stakeholder Communication & Enablement

• Provide guidance to internal and external stakeholders on proposal requirements, timelines, and best practices
• Ensure internal alignment on commitments, risks, and terms prior to submission
• Support knowledge sharing across the organization through training, documentation, and process updates

• ~5+ years of experience in proposal coordination, proposal management, or a related role (government/federal experience strongly preferred)
• Strong understanding of federal proposal processes and compliance requirements (RFP/RFQ/RFI)
• Exceptional attention to detail and ability to manage complex, deadline-driven workflows
• Advanced proficiency in Microsoft Excel, and strong skills in Microsoft Word, PowerPoint, and Adobe Acrobat
• Experience working with collaborative document tools (e.g., Google Docs) and converting content into submission-ready formats
• Excellent written and verbal communication skills, with the ability to work effectively across technical and non-technical teams
• Ability to balance multiple priorities and adapt quickly 

• Experience supporting both government and commercial proposals
• Familiarity with cost proposal development and/or working with subcontractors
• Experience improving or scaling proposal processes and systems
• Comfort operating in a role that requires both structure and flexibility, with a high degree of ownership

We enjoy a hybrid work environment, and candidates may be based out of any of our offices in Arlington, VA, Dayton, OH, Minneapolis, MN, or Portland, OR.

Compensation is based on the value of your results, not your value as an employee or person. The compensation process, individual salaries, and criteria for salary changes are transparent to the entire company.  For more information about our forward-looking and transparent approach to pay, visit this page.

We offer a robust benefits package to provide for your and your family’s well-being, including:

• Employee Stock Ownership Plan (ESOP)
• 401(k) retirement plan with 5% employer match and immediate vesting
• Fully paid medical insurance plans and dental and vision reimbursement plan
• Health Savings Account (HSA) with generous employer contributions
• Mental health and well-being support through our employee assistance program
• 5 weeks of paid time off and 9 days of paid company holidays each year
• 16 weeks of fully paid parental leave (available for birth, adoption, and fostering)
• 1 week of fully paid “Blue Sky” innovation time each year to pursue your interests

For more information on our benefits, visit our Careers page.

Galois is an Equal Opportunity Employer and does not discriminate in employment opportunities or practices based on disability, veteran status, or any other characteristic protected by applicable federal, state, or local law. Consistent with the Americans with Disabilities Act (ADA) and federal and state laws, it is the policy of Galois, Inc. to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. If you require reasonable accommodation in completing the employment application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please contact [email protected].