Proposal/Marketing Coordinator and Office Administrator

Job Summary

Downtown Redevelopment Services, LLC is seeking a versatile, organized, and detail-oriented professional to serve in a hybrid role supporting proposal development, marketing materials preparation, and office administration. This position is ideal for someone who enjoys both creative and administrative work and can manage multiple priorities in a professional, and sometimes fast-paced, environment.

As the Proposal/Marketing Coordinator and Office Administrator, you will play a key role in helping the firm pursue new business opportunities, maintain polished marketing materials, and support the day-to-day organization of the office. This individual will work closely with firm leadership to prepare proposals and statements of qualifications, update marketing collateral, coordinate schedules and office functions, and help ensure the smooth and professional operation of the business.

The ideal candidate is a strong writer and editor, has a background in graphic design and document layout, is highly organized, visually attentive, and comfortable handling both strategic support tasks and routine administrative responsibilities.

Key ResponsibilitiesProposal Coordination and Business Development Support

• Coordinate the preparation of proposals, statements of qualifications, and related submittals for planning, downtown redevelopment, economic development, and related consulting projects.
• Review RFQs, RFPs, and other solicitation materials to identify submission requirements, deadlines, and evaluation criteria.
• Draft, edit, format, and proofread proposal content to ensure clarity, professionalism, and compliance with submission requirements.
• Work with firm leadership and project staff to gather resumes, project descriptions, references, firm qualifications, and other required materials.
• Manage proposal schedules, internal deadlines, review cycles, and final production milestones.
• Prepare and update supporting materials, including cover letters, project sheets, staff bios, organizational charts, and presentation materials.
• Maintain and organize a library or catalog of proposal content, boilerplate language, resumes, and project information.
• Coordinate with teaming partners or subconsultants, when applicable, to obtain required submission materials.
• Help track upcoming proposal opportunities and maintain business development calendars and submission logs.

Marketing Materials Support

• Assist with the preparation, formatting, and updating of marketing materials, brochures, presentations, promotional pieces, and other collateral.
• Help maintain consistent branding and messaging across proposals, presentations, digital materials, and printed documents.
• Support the development and organization of project sheets, staff bios, qualifications packages, and other firm promotional resources.
• Assist with conference materials, sponsorship materials, client-facing handouts, and event-related collateral as needed.
• Support website and social media content updates, announcements, and related communications, as needed.
• Ensure all marketing materials are polished, accurate, visually consistent, and up to date.

Office Administration and Operations Support

• Support day-to-day office coordination and administrative functions for the Ravenna office.
• Assist with scheduling meetings, coordinating calendars, and organizing internal administrative activities.
• Maintain digital and physical files, records, templates, and office documents in an organized manner.
• Help manage routine office needs such as supplies, mail, document organization, printing, and coordination with vendors.
• Provide administrative support to firm leadership, including document preparation, correspondence, and follow-up tasks.
• Assist with organizing internal meetings, client meetings, and occasional special events.
• Help maintain an efficient, professional, and welcoming office environment.

Qualifications

• Bachelor’s degree in Communications, English, Journalism, Marketing, Business, Architecture/Planning, Public Administration, or a related field preferred.
• Minimum of 2-5 years of experience in proposal coordination, marketing support, office administration, or a related professional role preferred.
• Strong writing, editing, proofreading, and formatting skills.
• Strong organizational skills and careful attention to detail.
• Ability to manage multiple assignments and deadlines with professionalism and accuracy.
• Proficiency in Microsoft Word, Excel, PowerPoint, Google Workspace, Adobe Suite and Outlook (or similar) required.
• Experience with Adobe InDesign, Canva or similar layout/design software preferred.
• Ability to communicate clearly and professionally with leadership, staff, partners, and clients.
• Ability to work both independently and collaboratively in a small team environment.
• Familiarity with professional services, consulting, planning, redevelopment, real estate, architecture, or engineering-related work is preferred but not required.

Preferred Attributes

• Strong sense of professionalism and discretion.
• Ability to balance creative, technical, and administrative responsibilities.
• Comfortable working in a dynamic small-business environment where responsibilities may vary from day to day.
• Interest in downtown redevelopment, planning, community development, or economic development.
• Positive attitude, flexibility, and willingness to take initiative.

Compensation

Pay: $52,500- $55,000 per year

• 401K - 4% employer match annually after one year of employment
• Student Loan Support/Repayment - Up to $5,250 annually after one year of employment
• Healthcare - Company-sponsored Healthcare plan or stipend

Work LocationHybrid position with part-time in-office work in Ravenna, Ohio, three days a week, and allowing for home/virtual work two of the week.

Pay: $52,500.00 - $55,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Flexible schedule
• Health insurance
• Paid time off
• Tuition reimbursement

Work Location: Hybrid remote in Ravenna, OH 44266

Salary : $52,500 - $55,000