Marketing/Proposal Coordinator II

Passero is actively searching for an experienced marketing professional to lead proposal efforts from either our Rochester, NY; Charlotte, NC; or St. Augustine, FL office. In this role, your primary responsibility will be leading proposals and presentations, providing support and guidance from pre‑RFP positioning through to interview stage. Subject‑matter may include planning, architecture, engineering consulting, and other professional services. The ideal candidate will bring experience in the A/E/C industry with proposal compliance, writing skills, and creative design ideas. This position will start in the office with the potential to move to a hybrid schedule.

Responsibilities

Collaborate with project managers and regional and Business Unit Leaders on pursuits, including responses to requests for qualifications (RFQ) and requests for proposals (RFP).

Focus on technical accuracy, strategic messaging, and compliance with client requirements, and brand adherence.

Lead pursuits from capture through to interview stage, as required, which may include teams across disciplines/geographies.

Create detailed outlines and draft initial content, compliance lists, and capture and proposal schedules, with the ability to pivot if requirements change.

Lead preparation of non‑technical proposal sections such as covers, past performance, and resumes/staffing.

Compile and edit technical content, based on information provided by project engineers, PMs, and internal subject matter experts to create cohesive cover letters, executive summaries, project understanding/approach, and other technical sections.

Ability to interpret content and enhance messaging with infographic charts, tables, and diagrams.

Conduct background research, coordinate consultant materials, customize project profiles and team information, and develop strategic graphic layouts tailored to specific pursuits.

Lead pursuit kick‑off calls to address positioning, submittal outline, responsibilities/action items, and proposal schedule.

Facilitates reviews for assigned pursuits, and applies lessons learned to add value to proposal.

Review work product to ensure accuracy, consistency, clarity, grammar, and compliance with client requirements and firm standards.

Support and strengthen firmwide branding standards and messaging consistency.

Support tasks as needed for marketing and proposal development.

Minimum Qualifications

Bachelor’s degree in marketing, business, communications, or a related field.

5+ years experience preparing written responses to RFQs/RFPs

Proficiency in Adobe InDesign and Microsoft Office is required, experience with additional Adobe Create Cloud Suite is a plus.

Preferred Qualifications

Working knowledge of and interest in the A/E/C industry

Strong proposal writing and editing skills, including grammar and style.

Experience with Client Relationship Management (CRM) platforms, preferably Deltek Vantagepoint.

Strong organizational skills, attention to detail, and proven ability to collaborate effectively with engineers, project managers, and technical staff.

Highly skilled in both written and visual communication, with the ability to synthesize technical engineering content into clear messaging.

Comfortable working independently and within a team environment, managing multiple concurrent deadlines.

An exemplary work ethic, strong time management, adaptability, and a creative, solutions‑oriented approach to proposal development challenges.

Initiative, skill, and personal commitment to manage multiple projects and details concurrently, follow up, and bring tasks and projects to full completion.

Professional demeanor and excellent interpersonal skills.

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