Proposal Coordinator

JOB SUMMARY

Poznecki-Camarillo is seeking a proposal professional with experience working within the A/E industry to support our firm’s business initiatives. Primary responsibilities include the preparation, production, and documentation of proposal and qualifications-based solicitation responses.

The position reports directly to the Chief Operating Officer and will work closely with our in-house Subject Matter Experts (SMEs), and Senior Management. The ideal candidate is highly organized, detail-oriented, and technologically proficient. They are a collaborative facilitator who takes pride in helping teams succeed and thrives in dynamic, fast-paced environments that require effective multitasking. Most importantly, your contribution will be crucial to the growth and success of the firm.

ESSENTIAL FUNCTIONS

• Prepare and coordinate compelling responses to Requests for Proposals (RFPs) and Qualifications (RFQs) for professional services in civil engineering, environmental planning, public involvement, and surveying/geospatial mapping.
• Organize and coordinate activities related to proposal submissions, qualification packages, award applications, and other related initiatives.
• Research, edit, and verify proposal content to ensure clarity, accuracy, and compliance with project requirements and deadlines.
• Coordinate, track, and assist with data requests from external agencies and partner firms, ensuring timely and complete responses.
• Manage proposal progress to ensure deadlines are met.
• Coordinate pre-RFQ/P activities with our leadership team, including incoming leads, contacts, and opportunity data in our CRM system.
• Coordinate and produce print and digital materials to support company events and marketing initiatives using Microsoft and Adobe Creative Cloud applications, as needed.
• Liaise with vendors, printers, and suppliers to ensure timely delivery and high-quality production.
• Maintain marketing information, such as narratives, projects, resumes, results, and firm/contact information.
• Organize marketing and proposal materials to support team efforts and company initiatives, maintaining up-to-date marketing and proposal data within the company’s CRM system.
• Assist with creating and managing marketing reports within the company’s CRM system .
• Perform various general administrative duties in support of marketing.

EDUCATION

• Bachelor’s degree in Marketing, Communications, Journalism, English, Graphic Design, Public Relations, or related field. 3-5 years of relevant work experience may be accepted in lieu of the education requirement.

MINIMUM REQUIREMENTS

• 4 years’ experience with proposal coordination, graphic design, technical writing, communications, marketing, or similar roles.
• Prior experience with RFQs/SOQs.
• Experience and working knowledge of the MS Office Suite Software Programs (Outlook, Word, PowerPoint, SharePoint, and Excel).
• Experience and working knowledge of Adobe Creative Suite, specifically InDesign.
• Excellent verbal and written communication and interpersonal skills with the ability to communicate and collaborate with people in various roles with different leadership styles.
• Works well in teams as well as independently.
• Ability to gather information from numerous sources, proofread, edit, rewrite, and enhance narrative content.
• Professional demeanor that enables the person to interact with the highest levels both inside and outside the firm.
• Ability to work from 7:30 am to 5:30 pm, Monday through Thursday, 8:00 am to noon on Fridays, with occasional overtime.
• Have a valid driver’s license

PREFERRED QUALIFICATIONS

• 2 years of previous experience in the A/E or professional services industry.
• Advanced working knowledge of Adobe Creative Suite, specifically InDesign.
• Advanced technical writing skills, specifically within the A/E/C industry.
• Experience with Deltek CRM.

BENEFITS

• Competitive salary
• Paid Medical/Dental/Vision/Life/Disability
• 401(k) matching
• Paid Holidays
• Paid Vacation and Sick Leave
• 4 1/2 Day work week
• Hybrid work schedule

Working conditions are primarily in a mixed office and home-based setting with occasional requirements to operate a company vehicle and perform site visits.
If interested, please submit your resume (cover letter optional)

Poznecki-Camarillo is an equal opportunity and affirmative action employer that does not discriminate on the basis of race, color, religion, national origin, sexual orientation, gender identity, sex, age disability, workers’ compensation status, military service, creed, belief, or political affiliation.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person