Senior Proposal & Marketing Coordinator

The senior proposal and marketing coordinator role at Harvey Cleary involves providing essential support and leadership across various business development assignments, including both strategic proposals and smaller qualification statements. Candidates should demonstrate exceptional oral and written communication skills, along with the ability to develop creative solutions to overcome challenges. Teamwork is crucial, as the ideal candidate must be ready to support colleagues and share a genuine interest in the company’s success.
This position requires the senior coordinator to independently lead proposals from inception to completion, operating with minimal guidance from pursuit or marketing leadership. A strong understanding of the requirements for complex proposals is essential, as is the ability to manage multiple deadlines effectively and craft tailored responses to RFP and RFQ inquiries.
Additionally, the role entails editing materials provided by technical staff to ensure clarity and compliance while also ensuring that all proposals are submitted on time. The coordinator will be responsible for leading the project team in establishing proposal deadlines and ensuring timely completion of responses. This role is pivotal in driving the success of Harvey Cleary’s bid efforts and fostering collaborative relationships within the team.
Qualifications

8+ years of proposal coordination experience (preferably within the AEC industry)
Strong writing and editing skills
Ability to work collaboratively with pursuit teams
Proficiency in Adobe InDesign, Microsoft Office, and Open Asset
A minimum of five years executing RFPs/RFQs in the AEC Industry
Knowledgeable in Institutional, Healthcare, and Government proposal process
Knowledge of Adobe Acrobat, Adobe Illustrator
Experience navigating Open Asset, Procore and BuildR (not required), but must be technology savvy enough to learn these project management tools for project information
The Senior Proposal Coordinator is responsible for proposal/pursuit coordination and marketing efforts
Lead, prepare, and review standard government form proposals, expressions of interest, technical proposals, award submissions, and presentations
Lead all phases of the pursuit process from kick-off meeting to production and delivery and proposal closeout
Participate and lead pre-proposal meetings, kick-off meetings, debriefings, etc
Provide input on pursuit teaming, content, win strategy, and storyboarding
Prepare major sections of pursuits, including but not limited to project descriptions and resumes, tailored for specific pursuit
Work with the pursuit / project teams to develop other pursuit content
Coordinate pursuit production (typing, graphics, editing, and reproduction), printing and delivery, with emphasis on quality assurance/quality control
Assist with presentation preparation, presentation materials, etc
Produce consistently compliant high-quality submissions while delivering exceptional customer service
Provide Marketing essential functions and responsibilities as required
Complete data entry for Marketing databases, tracking leads go
o go, and wins or losses
Maintain visually appealing marketing materials including resumes, boilerplate information, project descriptions, photographs, subconsultant information, etc
Work closely and interact with technical staff, administrative staff, and marketing staff in other offices, as well as outside vendors, subconsultants, and clients
Administrative duties related to marketing such as filing, data input, etc
Work closely with project managers, technical teams, and graphic designers to assemble proposal content.
Interact with marketing staff in other offices, technical staff, vendors and clients
Assist in gathering information, conduct market research, and participate in the development of various business collateral to support continued strategic growth
Assist with generating reports on marketing efforts
Assist with training of other marketing staff
Participate as needed in external marketing activities such as professional associations/organizations, conferences, exhibitions, etc
Provide organizational support of office, regional and corporate marketing efforts
Proposal Coordinator to support our Business Development efforts
Craft Engaging Content: Write and modify materials that effectively convey services, capabilities, and market messages, ensuring consistency with brand messaging
Hold the project team accountable for meeting schedules and milestones, ensuring successful contract acquisition
Facilitate Collaboration: Coordinate with internal and external team members to ensure seamless communication and collaboration across projects
Assist marketing team
Other duties as assigned
Prospective employees must be able to pass a criminal background check and random drug screen.

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