Proposal Coordinator

Company Overview
Matrix Design Group, Inc. is an employee‑owned multidisciplinary engineering, planning, and consulting firm delivering infrastructure and community development solutions nationwide. Founded in 1999 in Colorado, the firm has grown into a nationally recognized organization with a strong, expanding presence in the Denver market and a footprint spanning seven offices.

Summary
Matrix Design Group is seeking an experienced Proposal Coordinator to join the Marketing and Communications (MARCOM) team. Reporting to the Proposal Manager, this position plays a key role in supporting the firm’s strategic business development and pursuit efforts across multiple markets and geographies.

The Proposal Coordinator is responsible for coordinating, developing, editing, and producing high‑quality proposals, qualification packages, interview materials, presentations, and marketing collateral in support of public and private sector pursuits. This role works closely with technical staff, project managers, business developers, firm leadership, and graphic designers to position the firm for successful project wins.

The role supports proposal strategy, coordination, and production from kickoff through submission. Working under the direction of the Proposal Manager, the Coordinator partners with technical teams and business development staff to develop compliant proposals that reflect Matrix’s brand and help secure wins.

Essential Functions

Coordinate with proposal team to prepare proposal submissions—including formatting, layout, technical writing, editing, and proofreading.

Collaborate with the graphics team to create visually engaging proposal graphics, charts, tables, and other client‑facing materials.

Assist in preparing proposal content, including qualifications, project write‑ups, resumes, and client presentations.

Review and analyze Requests for Proposals (RFPs) and Requests for Qualifications (RFQs) and edit content for readability, consistency, clarity, compliance, and company branding standards.

Assist internal teams and outside consultants with proposal responses.

Manage proposal schedules by establishing priorities, coordinating information gathering, and ensuring on‑time delivery of submissions.

Prepare and assemble written and visual materials for client presentations and interviews.

Work independently and collaboratively within a team setting to support proposal‑related projects, assignments, and initiatives.

Provide market‑sector business development and client maintenance support.

Manage proposal files—including network databases and SharePoint resources—and ensure file closeout procedures are followed.

Assist with conference coordination, client databases and outreach, special events, and client meetings as needed.

Support additional marketing, proposal, and administrative activities as needed.

Create a positive work environment, demonstrate professionalism, and collaborate with colleagues to meet established goals and responsibilities.

Qualifications

Bachelor’s degree in Business, Communications, Marketing, or related field, or equivalent experience.

Minimum of six years of proposal coordination, marketing, communications, or professional services experience.

Strong AEC industry experience preferred.

Advanced proficiency in Adobe InDesign and Microsoft Office Suite.

Excellent writing, editing, proofreading, and document formatting skills with strong attention to detail.

Strong organizational and time‑management skills with the ability to manage multiple priorities and deadlines.

Ability to work effectively both independently and collaboratively in a team‑oriented environment.

Familiarity with CRM platforms, proposal management systems, and SharePoint preferred.

Valid driver’s license and successful passage of the company’s Motor Vehicle Records check.

Core Competencies

Strong organizational, interpersonal, and communication skills, both written and verbal.

Ability to work effectively both independently and collaboratively in a dynamic, deadline‑driven environment, with a commitment to quality and attention to detail.

Understanding of layout, visual communication, and graphic presentation principles.

Ability to multitask, prioritize assignments, and adapt to changing priorities.

Compensation and Benefits
Salary Range: $75,000 – $95,000 annually, depending on location, qualifications, and experience.

Locations: Colorado Springs, Denver, or San Antonio.

Medical, dental, vision, disability, and life insurance.

Paid holidays and paid time off.

Professional development and training opportunities.

401(k) program.

Employee Stock Ownership Plan (ESOP).

Wellness initiatives, employee engagement programs, social committees, and community outreach opportunities.

Other Duties
Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Physical Demands
The employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to stand; walk; stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds. The noise level in the work environment is usually moderate.

Equal Opportunity Employment
Matrix Design Group, Inc. is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, gender, color, religion, sex, national origin, protected veteran status, or disability. Any applicant with a qualifying physical or mental disability who requires reasonable accommodation for any part of the application process should contact us at 719‑575‑0100 for assistance.

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