Proposal Coordinator

Job Title

Proposal Coordinator

Location

Hirani Corporate Office - Hicksville, NY 11801 US (Primary)

Job Type

Full-time

Category

Marketing and Business Development

Travel

None

Job Description

We are seeking a highly organized and detail-oriented Proposal Coordinator to support the development, coordination, and submission of high-quality proposals, qualifications packages, and presentations for a multidisciplinary engineering, land surveying, construction management, and consulting firm.

This role is responsible for managing the proposal development process from kickoff through final submission, ensuring all deliverables are compliant, compelling, professionally formatted, and submitted on time. The ideal candidate is a strong communicator with exceptional organizational skills who thrives in a fast-paced, deadline-driven environment and enjoys collaborating with technical professionals and leadership teams.

The Proposal Coordinator will work closely with executive leadership, technical staff, project managers, and marketing personnel to help strengthen the firm's pursuit and business development efforts.

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
Pursuit tracking logs
Marketing collateral
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 accountability
Proficiency 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

Salary: $75,000 - $90,000 Annually