Proposal Coordinator

Proposal Coordinator

The Proposal Coordinator supports the company’s business development and proposal efforts by coordinating, developing, and producing high-quality proposals, qualifications packages, presentations, and other pursuit materials.

This position works closely with leadership, business development, project management, technical staff, and other internal stakeholders to ensure proposals are accurate, compelling, professional, and submitted on time. The ideal candidate is highly organized, detail-oriented, deadline-driven, and comfortable managing multiple priorities in a fast-paced Architecture, Engineering, and Construction (AEC) environment.

Key Responsibilities
Proposal Development & Coordination

• Coordinate the development and submission of Requests for Proposals (RFPs), Requests for Qualifications (RFQs), Statements of Qualifications (SOQs), and other pursuit materials.
• Review solicitation documents and identify submission requirements, evaluation criteria, deadlines, forms, and required documentation.
• Develop proposal schedules, outlines, compliance checklists, and production timelines.
• Coordinate proposal activities with executives, project managers, technical staff, consultants, and teaming partners.
• Collect and organize resumes, project descriptions, references, certifications, forms, and other required proposal information.
• Draft, edit, proofread, and format proposal content to ensure clarity, consistency, accuracy, and alignment with solicitation requirements.
• Track proposal milestones and follow up with contributors to ensure internal deadlines are met.
• Manage final proposal production, quality-control reviews, and electronic or hard-copy submissions.

Content & Marketing Support

• Maintain and update proposal-related content, including employee resumes, project profiles, company qualifications, organizational charts, and boilerplate information.
• Assist with developing presentations, interview materials, leave-behinds, and other materials supporting project pursuits.
• Collaborate with technical staff to translate complex project information into clear and compelling proposal content.
• Support the development of graphics, charts, organizational diagrams, and other visual elements.
• Ensure proposal materials maintain consistent company branding, messaging, formatting, and quality standards.
• Maintain an organized library of past proposals, project information, resumes, graphics, and reusable marketing materials.

Business Development Support

• Assist leadership and business development teams with identifying, tracking, and coordinating upcoming opportunities.
• Maintain proposal and pursuit calendars, opportunity trackers, and related databases.
• Support go/no-go meetings and pursuit planning activities.
• Research prospective clients, projects, competitors, and market opportunities as needed.
• Coordinate with teaming partners and subcontractors to obtain required qualifications and proposal information.
• Assist with post-submission activities, including interview preparation, presentation development, debrief documentation, and proposal tracking.
• Help track proposal outcomes, including wins, losses, pending pursuits, and lessons learned.

Qualifications

• Bachelor’s degree in Marketing, Communications, Business Administration, English, Construction Management, Architecture, Engineering, or a related field preferred.
• 2–5 years of experience in proposal coordination, marketing, business development, or a related role preferred.
• Experience within the AEC, construction management, architecture, engineering, infrastructure, or professional services industry strongly preferred.
• Experience responding to RFPs, RFQs, and SOQs preferred.
• Strong writing, editing, proofreading, and organizational skills.
• Strong attention to detail and ability to interpret complex solicitation requirements.
• Ability to manage multiple proposals and competing deadlines simultaneously.
• Strong communication and interpersonal skills with the ability to coordinate effectively across departments and levels of leadership.
• Ability to work independently while also collaborating effectively as part of a team.
• Ability to maintain accuracy and composure in a deadline-driven environment.

Technical Skills

• Proficiency with Microsoft Office, including Word, Excel, PowerPoint, Outlook, and Teams.
• Experience with Adobe Acrobat required or strongly preferred.
• Experience with Adobe InDesign and/or other graphic design software preferred.
• Experience with CRM, proposal management, or project information databases is a plus.
• Familiarity with public-sector procurement and government contracting processes is a plus.

Key Competencies

• Exceptional organization and time management
• Strong written and verbal communication
• Attention to detail and quality
• Deadline and priority management
• Collaboration and relationship building
• Critical thinking and problem solving
• Initiative and accountability
• Ability to work under pressure
• Adaptability and flexibility
• Professional judgment and confidentiality
• Preferred AEC Experience
• Candidates with experience supporting proposals for construction management, program management, architecture, engineering, transportation, aviation, healthcare, infrastructure, or public works projects are highly desirable.

A successful Proposal Coordinator will help ensure the company consistently submits polished, compliant, and competitive proposals while improving the efficiency and organization of the overall pursuit process. This individual will serve as an important link between business development, leadership, and technical project teams and will help position the company for continued growth and new project opportunities.

Disclaimer: The statements contained in this job description are intended to describe the general nature and level of work being performed. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required. Management reserves the right to assign or reassign duties and responsibilities needed to support organizational goals and operational requirements.