Proposals Coordinator - Design and Engineering

Description

The Proposals Coordinator supports the firm’s pursuit of new work by managing the preparation, coordination, and production of compelling proposals, qualification packages, and presentation materials. This role combines strategic thinking, visual storytelling, and organizational excellence to communicate the firm’s design expertise and values to clients.

• Tailor content for specific client needs and project types (e.g., civic, cultural, commercial, residential, education, healthcare).
• Contribute to the development of a library of reusable content and visuals.
• Ensure proposals align with the firm’s brand voice, messaging, and design aesthetic.
• Support firm-wide business development initiatives, including event coordination or client research.
• Coordinate, write, and edit responses to Requests for Proposals (RFPs), Requests for Qualifications (RFQs), and Expressions of Interest (EOIs).
• Partner with graphic designers to create visually compelling layouts using Adobe InDesign and other creative tools.
• Develop proposal schedules, task lists, and deadlines to ensure timely and complete submissions.
• Collaborate with Principals, Project Managers, and Designers to gather technical and project information.
• Maintain and update the firm’s proposal templates, resumes, and project sheets.
• Assist with awards submissions, marketing collateral, and website or social media content as needed.
• Track proposal outcomes and maintain records for reporting and analysis.
• Support interview preparation materials including presentation decks, talking points, and leave-behinds.
• Maintain project and staff data within CRM systems and project databases.
• Write and edit engaging project narratives, team bios, and design approach statements.

Requirements

• Strong attention to detail and ability to manage multiple deadlines.
• Confident communicator with the ability to translate design concepts into persuasive narratives.
• Excellent writing, editing, and storytelling skills.
• Collaborative and professional communication style.
• Familiarity with CRM systems (e.g., Deltek Vision/Vantagepoint) and file management systems.
• Proficiency in Adobe Creative Suite (InDesign, Photoshop, Illustrator) and Microsoft Office.
• Creative yet highly organized; thrives in a fast-paced, deadline-driven environment.
• Bachelor’s degree in Marketing, Communications, Architecture, Design, or related field.
• Demonstrated understanding of A/E/C industry procurement processes.
• 2–5 years of experience in proposals or marketing roles within an architecture, engineering, or design firm.

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance