Marketing, Proposals & Operations Coordinator

Location:

Magnolia/Houston Area, Texas (Hybrid Preferred)
Company:

CIVAR LLC
Employment Type:

Full-Time
About CIVAR

CIVAR (Civil Innovation Value And Results) is a growing civil engineering consulting firm providing innovative infrastructure solutions to public and private sector clients throughout Texas. Our services include transportation, drainage, utility, program management, and infrastructure consulting. We are seeking an energetic, organized, and entrepreneurial professional to help support our growth, strengthen our brand, and drive business development efforts.
This position offers a unique opportunity to work directly with company leadership and play a key role in building a fast-growing engineering firm.
Position Summary

The Marketing, Proposals & Operations Coordinator serves as a critical member of the CIVAR team responsible for proposal development, marketing, business development support, CRM management, office administration, and operational coordination.
This individual will lead the preparation of RFQs, RFPs, SOQs, qualifications packages, interview presentations, marketing campaigns, social media content, website updates, and industry event participation while also helping support the day-to-day operations of the company.
The ideal candidate is highly organized, detail-oriented, creative, professional, and comfortable managing multiple priorities in a fast-paced entrepreneurial environment.
Primary Responsibilities

Lead the preparation, coordination, and production of Statements of Qualifications (SOQs), RFQs, RFPs, proposals, and interview presentations.
Manage proposal schedules, deadlines, compliance requirements, and submission processes.
Coordinate with technical staff to gather project information, resumes, project descriptions, references, and supporting documentation.
Maintain proposal calendars and track upcoming opportunities.
Monitor procurement websites, industry publications, and client portals for opportunities.
Support interview preparation and presentation development.
Maintain proposal libraries, project sheets, resumes, and qualification databases.
Marketing & Brand Management

Manage and maintain the CIVAR website.
Develop and execute social media strategies across LinkedIn and other digital platforms.
Create company announcements, newsletters, email campaigns, project spotlights, and thought leadership content.
Develop marketing collateral, brochures, presentations, and promotional materials.
Ensure consistent branding across all company communications.
Track marketing performance and engagement metrics.
Adobe InDesign & Graphic Production

Serve as the firm’s primary Adobe InDesign user.
Develop professional proposal layouts, interview presentations, project sheets, resumes, brochures, and marketing materials.
Maintain proposal templates and graphic standards.
Coordinate graphics, charts, maps, photography, and visual content.
Ensure all deliverables reflect a high-quality professional image consistent with industry best practices.
Business Development Support

Maintain and manage the firm’s CRM database.
Track client meetings, opportunities, pursuits, and follow-up actions.
Prepare business development reports and dashboards.
Support client outreach initiatives and relationship-building activities.
Assist leadership with strategic growth initiatives and market research.
Industry Engagement & Events

Represent CIVAR at conferences, industry events, professional organizations, chamber meetings, and networking functions.
Coordinate sponsorships, conference registrations, exhibit booths, and promotional materials.
Assist with planning client appreciation events and company functions.
Build and maintain relationships with industry partners and stakeholders.
Office & Administrative Operations

Provide administrative support to leadership and project teams.
Coordinate meeting scheduling, travel arrangements, and company logistics.
Manage office supplies, vendors, subscriptions, and general office needs.
Maintain document management systems and company records.
Assist with onboarding new employees and consultants.
Support accounting, invoicing, and reporting activities as needed.
General Company Support

Assist wherever needed to support the growth and success of the firm.
Help improve processes, systems, and operational efficiency.
Take ownership of special projects and strategic initiatives.
Serve as a trusted team member who helps keep the organization running smoothly.
Qualifications

Required

Bachelor’s degree or equivalent professional experience in Marketing, Communications, Business Administration, Public Relations, or a related field.
Excellent written, verbal, and interpersonal communication skills.
Strong organizational and project management abilities.
Ability to manage multiple deadlines and priorities simultaneously.
Proficiency with Microsoft Office Suite.
Experience with social media platforms and digital marketing tools.
Preferred

3-7 years of experience in the Architecture, Engineering, and Construction (AEC) industry.
Experience preparing RFQs, RFPs, SOQs, and interview presentations.
Advanced proficiency in Adobe InDesign.
Experience with Adobe Creative Suite (Illustrator, Photoshop, Acrobat).
Familiarity with CRM systems such as HubSpot, Salesforce, Deltek Vantagepoint, or Cosential.
Knowledge of municipal, county, transportation, and infrastructure procurement processes in Texas.
Experience supporting business development and client relationship management efforts.
Desired Characteristics

Takes initiative and ownership.
Enjoys solving problems and finding solutions.
Thrives in a small business environment.
Is highly organized and detail-oriented.
Has strong professional presence and communication skills.
Is willing to roll up their sleeves and help wherever needed.
Wants to grow with the company and make a meaningful impact.
Competitive salary (Based on experience)
Annual performance bonus
Industry conference and networking participation
Flexible work environment
Opportunity for career advancement as CIVAR grows
How to Apply

Submit your resume, cover letter, and examples of proposal or marketing materials (if available) to: contact@civarinc.com
CIVAR LLC
Civil Innovation Value And Results
We are looking for a team member who is excited about helping build something special and becoming an integral part of the future growth of CIVAR.

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