AEC Proposal Coordinator

HLB is looking for a driven marketing professional to join our award‑winning marketing team. This role will support our Canadian and Eastern U.S. offices, as well as the national marketing team. You will be expected to work in the office three days a week and remotely two days a week. The candidate must be a detail‑oriented strategic thinker who thrives working independently and as part of a team. Join our forward‑thinking, employee‑friendly firm with an inclusive and inspiring culture. HLB offers competitive benefits, generous PTO, year‑round half‑day Fridays and Summer Fridays, during which the HLB offices are closed, and a commitment to maintaining employee work‑life balance.

Core Responsibilities

Execute RFP and RFQ materials for preparation of proposal submissions.

Lead qualitative response/clarifications to RFQ/RFPs, including preparation of resumes, customized information, project descriptions, etc. for project pursuits.

Interface with marketing staff firm‑wide and participate in weekly and monthly marketing meetings.

Create presentations for Principals/Designers in relation to marketing and business development efforts.

Schedule and/or support promotional meetings with clients.

Assist with award submissions.

Facilitate photography coordination for completed projects.

Research clients to expand knowledge and support business development efforts.

Involvement in professional and community organizations, including SMPS and other AEC industry Organizations.

Prepare brochures and qualifications for general and tailored marketing needs.

Generate and coordinate in‑house marketing materials in coordination with other offices.

Update CRM database (Vantagepoint) to assist Principals and marketing team in follow‑up with business development, client proposals, leads, reporting, etc.

Requirements

1‑3 years of marketing experience in the AEC or related industry.

Fluent in English and French, both written and verbal.

Strong

InDesign skills required.

Graphic Design Capabilities Preferred.

Strong

PowerPoint, Word and Excel skills required.

Strong

writing skills required.

Comfortable working with multiple team members/Principals.

Strong

communication skills and comfort.

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