Potomac Institute for Policy StudiesProposal and Contracts Specialist

The Proposal and Contracts Specialist will have the responsibility of coordinating all phases of the company’s proposal process in response to U.S. government and commercial requests for proposals (RFPs). The ability to meet deadlines, a commitment to teamwork, and detailed follow-through will be the key to success in this role. This position will also be responsible for Contract Administration and recordkeeping. This position reports to the Executive Vice President.


Full responsibility for complex government proposals and bid preparations and submission.

Coordinate the proposal efforts with the technical divisions, finance, contractors, and subcontractors.

Oversee the proposal team; coordinating efforts and ensuring all timelines are met and are in accordance with FAR or other government regulations.

Coordinate and review / edit proposal inputs from a variety of stakeholders.

Develop, and administer T&M, Labor Hour, Fixed Price, Cost Reimbursable/Award Fee type cost proposals.

Prepare NDAs, Teaming agreements, consulting and subcontract agreements, and any other contract related agreements.

Coordinate and obtain signatures for contracts, proposals and supporting documents

Maintain all contract files and documentation.

Prepare contract briefs and revisions summarizing contractual requirements and budgets.

Track authorizations and correspondence.

Maintain detailed and organized files.

Prepare contract change notices, monitor contractor performance, including the reporting and status of contractor deliverables.

Maintain an audit file for each contract which will include original contract, all correspondence, changes/deviations, amendments, clarifications, payment schedules.

Prepare and disseminate information to appropriate employees regarding contract status.

Perform closing activities as needed.

Coordinate and submit monthly contract deliverables.

Other responsibilities and duties as assigned.


Knowledge and Skills

Working knowledge of government and military contracts, GSA, FAR and DFAR.

Possess the skill to independently define, schedule, and manage the proposal preparation process, including the ability to understand and analyze the details of an RFP.

Extensive experience with GSA schedules including Industrial Funding fee calculation, and other GSA contract requirements.

Demonstration of the necessary personality and leadership skills to engage and motivate a diverse group of Project Managers, Consultants and Subcontractors.

Outstanding communication skills (written and oral); including a strong working knowledge of Microsoft Office Suite.

Exceptional facilitation and organization skills.


Education and Experience

BA/ BS degree desired but equivalent experience and Federal contracting course work  can substitute.

7+ years of experience with proposal preparation and contract management.

Thorough experience and expertise in using Microsoft Office products: Excel, Word, PowerPoint, and Outlook.

Knowledge of the formation and administration of different government contract types, including Broad Agency Announcement.

Knowledge of principles, concepts, and practices of FAR and DFARS.

Ability to write reports and correspondence in clear and concise language and in appropriate form and style.



Applicant selected will be subject to a security investigation and may need to meet eligibility requirements for access to classified information



Full time employee. Normally 40 hours per week, between 9am-6pm, Monday – Friday. Must be flexible with schedule.

May be required to work additional hours and/or weekends, as needed, to meet deadlines.


Salary Range

Commensurate with experience.



Health and dental


Long & Short term disability

Life Insurance

Paid vacation and holidays


Resumes should be submitted to This email address is being protected from spambots. You need JavaScript enabled to view it.


The Potomac Institute for Policy Studies
Ballston Metro Center Office Towers
901 North Stuart Street, Suite 1200
Arlington, VA 22203
Tel 703.525.0770

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Our Mission

The Potomac Institute for Policy Studies is an independent, 501(c)(3), not-for-profit public policy research institute. The Institute identifies and aggressively shepherds discussion on key science and technology issues facing our society. From these discussions and forums, we develop meaningful science and technology policy options and ensure their implementation at the intersection of business and government.


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