Proposal Coordinator

Job Title

Proposal Coordinator

SUMMARY: Responsible for the overall coordination and development of customized proposals, statement of qualifications, and requests for information in response to requests for the commercial and government market segments.

Essential Duties And Responsibilities

Salary: $55k - $75K REMOTE - depending on experience

• Developing and maintaining government standard forms 330 Architect and Engineer qualifications statement.
• Manage contracts and other client specific documents.
• Liaison between divisional departments, legal, and partners.
• Leads the Request for Proposal (RFP) response pipeline by attending all planning meetings and providing answers to questions asked in RFP (other than pricing) with input from the leadership team regarding competitors and examples of comparable work.
• Interfaces with staff at all levels of the organization as well as clients and partners.
• Planning assembly and delivery of proposal documents to include preparing action lists and timing of tasks to be completed.
• Scheduling and tracking production of proposals/qualifications packages to meet deadlines, including production efforts.
• Responsible for handling all aspects of the customized business proposal submittal, including coordination and submittal processes.
• Assess all RFP communications and responses for clarity, formatting, accuracy, consistent presentation, conform Tables of Contents to pagination, and assemble to create pdf for submittal
• Manage the RFP timeline and own the RFI & RFP deliverable and submittal in client portal.
• Need to meet submission deadlines.
• Actively involved in the development and maintenance of marketing collateral, including but not limited to project sheets, resumes, presentation slides, and other marketing materials.
• Prioritize and manage multiple projects simultaneously; following through on issues in a timely manner.
• Create simple proposals using established template formatting and clarifications, proofread submitted proposals for clarity, spelling, punctuation, grammar, and consistent presentation.
• Create project/program organizational charts according to personnel named by leadership team.
• Managing project, client, and consultant data in firm-wide databases.
• Participate in post-award debriefings and revise proposal strategies as appropriate.
• Assist the marketing team with other projects as needed.
• Request Certificate Of Insurance (COI).
• Produce and maintain project case studies across all industries and projects coordinating between sales and project management teams, adding photos, interviewing clients, and managing SharePoint updates. Keep proposals updated with the latest language, terms and conditions, and fee increases.
• Facilitate Vendor Registrations through client portals.
• Create and update presentation folders, working with in-house designer for content, and manage the printing and distribution.
• Exemplify exceptional proofreading skills by exhibiting attention to detail, knowledge of correct spelling, grammar, and punctuation.
• Organize all technical marketing communications material according to set standards regarding order, clarity, conciseness, style, formatting, and terminology.
• Maintain events planning spreadsheet, register attendees, provide hard-copy bound printouts of presentation deck, and ship/materials/giveaways.
• Responsible for organizing all tehcnical material and completing writing assignments according to set standards regarding order, conciseness, style, and terminology. Assisting with the formatting, reproduction and districtution of technical material.
• Maintaining clear and accurate attendance, leads and budget records of past events and cost forecasts for upcoming events.
• Preparing marketing literature and convention support materials. Attending conventions and trade shows. Involved in the development of marketing materials for special projects.
• Protects operations by keeping company information confidential.
• Delivers outstanding customer service through timely response and proactive solutions to clients’ needs.
• May be required to work overtime with prior authorization from supervisor.
• Must be able to meet the physical demands of the job.
  
  

Supervisory Responsibilities

This job does not have specific supervisory responsibilities.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education And/or Experience

• Bachelor's degree (B.A. or B.S.) from four-year college or university in Marketing, Communications, Business, or related field is preferred.
• 2+ years of marketing/proposal experience within architecture, engineering, or construction industries.
  
  

While Performing The Office/offsite Duties Of This Job

The employee is regularly required to use hands. The employee is frequently required to stand, walk, sit, talk and hear. The employee is occasionally required to reach with hands and arms, climb or balance, and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus. The noise level in the home or company office environment is usually quiet.

Equal Opportunity Employer/Veterans/Disabled. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status or on the basis of disability. An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.

Equal Opportunity Employer/Veterans/Disabled. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status or on the basis of disability. An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.