Proposal Specialist

Position Overview:

We are seeking a highly organized and detail-oriented Proposal Coordinator to support business development and marketing efforts within the AEC industry. This role is heavily focused on proposal and interview development, with additional involvement in marketing initiatives, event coordination, and asset management. The ideal candidate thrives in a deadline-driven environment and enjoys collaborating with technical teams to develop compelling, high-quality pursuit materials.

Key Responsibilities

Proposal Management & Interview Preparation

• Support and coordinate the full proposal lifecycle, including RFQs/RFPs, from initial review through final submission.
• Participate in pursuit strategy and kickoff meetings to help develop win themes and align with client objectives.
• Ensure compliance with submission requirements and maintain high-quality, accurate deliverables.
• Gather and synthesize technical content into clear, persuasive, and visually engaging proposals and presentations.
• Lead formatting, layout, and production of proposals using Adobe InDesign, including working within and building templates.
• Develop interview materials, including presentations, slide decks, and supporting visuals.
• Coordinate with project teams to ensure interview readiness, including logistics and preparation support.
• Facilitate mock interviews and contribute to debriefs to continuously improve pursuit outcomes.
• Track pursuits, deadlines, and content using proposal tools and CRM systems.
• Maintain organized and up-to-date proposal content, resumes, and project data.

Marketing, Events & Content Management

• Support development and maintenance of marketing materials, including project sheets, resumes, and collateral.
• Assist in managing digital asset libraries and marketing content systems, including OpenAsset.
• Collaborate on marketing initiatives such as social media, website updates, and promotional materials.
• Support coordination of client-facing events, groundbreakings, and appreciation events.
• Maintain marketing templates and ensure brand consistency across all materials.
• Partner with internal teams to respond to marketing and proposal-related requests.
• Coordinate with external vendors for production and event support as needed.

Qualifications

• Bachelor’s degree in Marketing, Communications, or a related field preferred.
• 5 years of experience in proposals, marketing, or business development within the AEC industry required.
• Proficiency in Adobe InDesign required, including experience working with and modifying templates.
• Working knowledge of Microsoft Office; Adobe Creative Suite experience preferred.
• Experience with CRM systems; Unanet or similar preferred.
• Experience with OpenAsset strongly preferred.
• Strong written and verbal communication skills with an eye for detail and design.
• Ability to manage multiple deadlines and priorities in a fast-paced environment.
• Collaborative mindset with strong interpersonal skills and ability to work cross-functionally.
• Self-starter with a proactive, solutions-oriented approach.