Proposal Coordinator

Job Title

Location

Job Type

Full-time

Category

Marketing and Business Development

Travel

None

KEY RESPONSIBILITIES
PROPOSAL & PURSUIT COORDINATION

Coordinate the end-to-end development of proposals, qualifications packages, presentations, and other pursuit-related materials

Review RFPs, RFQs, and solicitation documents to identify submission requirements, compliance items, and deadlines

Develop proposal schedules, compliance matrices, checklists, and content outlines to support efficient proposal execution

Coordinate with technical teams, subject matter experts, and leadership to gather required information and supporting documentation

Track proposal milestones and ensure timely completion of all deliverables

CONTENT DEVELOPMENT & EDITING

Write, edit, proofread, and format proposal content to ensure clarity, consistency, professionalism, and alignment with company branding standards

Assist in developing executive summaries, project approaches, team qualifications, resumes, and project descriptions

Ensure all submissions are accurate, polished, and tailored to client requirements

Maintain consistency in formatting, grammar, tone, and messaging across all marketing materials

MARKETING DATABASE & KNOWLEDGE MANAGEMENT

Maintain and update centralized proposal resources, including:

Staff resumes

Project sheets

Boilerplate content

Proposal templates

Assist with organizing and maintaining marketing databases and document management systems

Support continuous improvement initiatives for proposal workflows, templates, and content organization

SUBMISSION & PRESENTATION SUPPORT

Coordinate final proposal production, including printing, binding, packaging, and electronic submissions

Ensure all submission requirements are met, including file naming conventions, formatting standards, and portal upload requirements

Assist with interview preparation materials, presentations, and post-submission activities

Support business development and marketing initiatives as needed

Job Requirements
EDUCATION & EXPERIENCE

Bachelor’s degree in Marketing, Communications, Business, English, Journalism, or a related field preferred

Minimum of three (3) years of experience in proposal coordination, marketing, business development, or a related role

Experience within the Architecture, Engineering, Construction (AEC), professional services, or consulting industry strongly preferred

SKILLS & COMPETENCIES

Excellent written, editing, and proofreading skills with strong attention to detail

Strong organizational and time management skills with the ability to manage multiple deadlines simultaneously

Ability to work collaboratively with technical professionals, leadership teams, and cross-functional departments

Strong communication and interpersonal skills

Ability to work independently while maintaining a high level of accuracy and accountabilityProficiency in Microsoft Office Suite, including Word, PowerPoint, Excel, and Outlook

Experience with proposal management, CRM, or marketing database platforms is a plus

Familiarity with InDesign, Adobe Creative Suite, Deltek, OpenAsset, or related marketing software is a plus

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