What are the responsibilities and job description for the Proposal Coordinator / Proposal Specialist position at R.R.P. Consulting Engineers?
RRP Consulting Engineers is seeking a highly organized, detail-oriented Proposal Coordinator to lead and support the development of Statements of Qualifications (SOQs), Request for Qualifications (RFQs), Request for Proposals (RFPs), presentations, and other business development materials for transportation, water/wastewater, municipal, and infrastructure projects throughout Texas.
This position will work closely with technical leaders, project managers, and executive leadership to develop compelling, compliant, and visually appealing proposals that differentiate RRP in a competitive marketplace. The ideal candidate is a strong writer, editor, and project manager with experience coordinating multiple pursuits under tight deadlines.
Key Responsibilities
Proposal Development & Management
- Coordinate the full proposal lifecycle from opportunity identification through submission.
- Facilitate proposal kickoff meetings and develop proposal schedules, assignments, and deadlines.
- Manage RFQ, RFP, and SOQ response preparation for public agencies, including TxDOT, cities, counties, toll authorities, and utility districts.
- Collaborate with technical staff to gather project information, resumes, project descriptions, and technical content.
- Review solicitation requirements and ensure compliance with submission instructions.
- Develop proposal outlines, compliance matrices, and submission checklists.
- Edit and format proposal content for clarity, consistency, grammar, and readability.
- Coordinate red-team and quality reviews to ensure proposal quality and responsiveness.
- Assemble and submit final electronic and hard-copy proposal packages.
- Support interview preparation and presentation development for shortlisted pursuits.
Content Development & Marketing
- Develop and maintain project descriptions, staff resumes, project sheets, and qualification packages.
- Assist with writing and editing technical and non-technical proposal narratives.
- Maintain proposal templates, boilerplate content, graphics, and marketing collateral.
- Coordinate with internal and external graphic designers to produce high-quality visuals and infographics.
- Support company website updates, social media content, and award submissions.
CRM & Business Development Support
- Maintain and update RRP CRM, (opportunity tracking systems).
- Track leads, opportunities, proposal status, and win/loss information.
- Maintain client prequalification requirements and certifications.
- Support business development initiatives and strategic pursuit planning.
- Assist leadership with market research and competitive intelligence gathering.
Administrative Support
- Coordinate proposal-related meetings and communications.
- Manage electronic proposal archives and document libraries.
- Support special business development and marketing projects as assigned.
Preferred Qualifications
- Bachelor's degree in Marketing, Communications, English, Journalism, Business, or related field preferred.
- 3-7 years of proposal coordination, marketing, or business development experience.
- Experience in the Architecture, Engineering, and Construction (AEC) industry strongly preferred.
- Experience preparing RFQs, SOQs, and RFP responses for public-sector clients.
- Strong writing, editing, and proofreading skills.
- Advanced proficiency in Microsoft Word, PowerPoint, Excel, and Outlook.
- Experience with Adobe InDesign required.
- Experience with Photoshop, Illustrator, and Acrobat preferred.
- Experience with CRM systems preferred.
- Ability to manage multiple pursuit deadlines simultaneously.
- Strong organizational, communication, and interpersonal skills.
- Exceptional attention to detail and quality control.
What Will Make You Successful
- Ability to work effectively with engineers, project managers, and executive leadership.
- Strong project management skills and ability to drive pursuit schedules.
- Comfortable managing multiple concurrent deadlines.
- Ability to transform technical information into compelling client-focused content.
- Takes ownership of deliverables and consistently meets deadlines.
- Passion for helping teams win work.
Compensation & Benefits
RRP offers a competitive compensation package, including:
- Medical, Dental, and Vision Insurance
- Company-Paid Life Insurance
- Short-Term and Long-Term Disability Insurance
- 401(k) and Roth 401(k) with Company Match
- Paid Time Off and Paid Holidays
- Professional Development and Training Opportunities
- Professional Registration and Certification Reimbursement
- Employee Referral Bonuses
- Performance-Based Incentives