Proposal Coordinator – Architecture & Marketing

Proposal Coordinator – Architecture & Marketing
224 W. 35th St, Suite 600, New York, NY 10001

INFOTRAN is seeking a

Proposal Coordinator

to join our New Jersey office and play a critical role in advancing the firm’s architectural marketing and business development initiatives. This position serves as a key contributor to proposal strategy, brand execution, and corporate communications, supporting both internal stakeholders and external pursuits across public‑and‑private‑sector clients.

The ideal candidate is a detail‑driven marketing professional with strong design acumen, exceptional organizational skills, and hands‑on experience producing high‑quality proposals and marketing deliverables in a fast‑paced A/E/C environment.

A minimum of 3‑5 years of professional experience using Adobe InDesign is required.

Key Responsibilities
Proposal Development & Coordination

Monitor procurement portals and identify relevant RFPs, RFQs, RFIs, LOIs, and SOQs.

Support the end‑to‑end development of proposal responses, including technical narratives, resumes, project sheets, graphics, and qualifications packages.

Coordinate with prime consultants, subconsultants, and internal technical teams to collect, track, and integrate content.

Edit and format proposal documents, compliance forms, and supporting materials to ensure accuracy, consistency, and brand alignment.

Forms, Databases & Qualifications Management

Maintain and update marketing and qualifications databases.

Prepare and populate agency‑specific forms and certifications.

Ensure timely updates to resumes, project descriptions, and firm credentials.

Marketing & Corporate Communications

Develop, maintain, and enhance standard marketing collateral, including firm overviews, project profiles, resumes, and technical write‑up libraries.

Produce materials for internal and external communications, including newsletters, blogs, award submissions, advertisements, and announcements.

Support branding initiatives across digital and print platforms.

Industry Events & Business Development Support

Attend pre‑proposal conferences as requested and support follow‑up documentation.

Coordinate registrations, materials, and displays for conferences, networking events, and business development activities.

Provide logistical and marketing support to senior leadership at industry events.

Qualifications & Experience

Associate degree in Business Administration, Marketing, Communications, or a related field required; Bachelor’s degree preferred.

3‑5 years of experience supporting marketing proposals, preferably within an A/E/C or professional services firm.

Exceptional written and verbal communication skills with a strong command of professional business English.

Proven ability to manage multiple priorities simultaneously while meeting strict deadlines.

Advanced proficiency in Adobe InDesign (required), Adobe Acrobat, Photoshop, and Publisher; strong working knowledge of MS Word, PowerPoint, Excel, and Outlook.

Highly organized, proactive, and detail‑oriented, with the ability to work independently or collaboratively in team‑based environments.

Willingness to work extended hours as needed to meet proposal deadlines.

Ability and willingness to travel to project and event locations throughout New York and New Jersey.

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