AEC Proposal Coordinator

About the role

Bodwé is the Professional Services Group of Mno-Bmadsen, the investment enterprise and a wholly owned instrumentality of the Pokagon Band of Potawatomi. We provide value by integrating expertise across the natural and built environment lifecycle—from pre-development and planning to design, procurement, construction, and operations.

Essential Duties and Responsibilities

• Manage the full proposal lifecycle from kickoff to submittal.
• Track deadlines, requirements, and deliverables to ensure a compliant response.
• Develop and manage the proposal schedule and assignments.
• Closely analyze solicitation documents; identify compliance requirements, evaluation criteria, forms, certifications, and submission standards.
• Create compliance matrices to ensure all instructions are met.
• Work with technical teams to ensure content aligns with client’s standards.
• Conduct both external and internal client research, including reviewing the client’s background as well as our firm’s past work and project history with the client.
• Collaborate with Capture Director, Market Leaders, and leadership to identify and implement win strategy, differentiators, and value propositions.
• Shape the narrative to align with client needs, pain points, and evaluation scoring.
• Promote consistency and strategic messaging across all sections and team members.
• Work with technical staff to gather technical content.
• Facilitate kickoff meetings, color reviews, quality checks, and compliance checks.
• Manage and customize resumes, project descriptions, and org charts.
• Draft nontechnical sections such as cover letters, firm overview, project sheets, etc.
• Edit and improve technical content for clarity, persuasiveness, and readability.
• Ensure tone, structure, and style align with the Bodwé’s brand and client expectations.
• Work with graphics or independently to produce graphics, infographics, org charts, and tables that clearly communicate key messages.
• Follow branding guidelines and ensure consistent formatting.
• Prepare final production files, ensuring print and digital versions meet client’s and Bodwé’s specifications.
• Lead color reviews and incorporate feedback.
• Conduct final compliance checks and ensure all forms, certifications, and attachments are complete.
• Manage printing, packaging, and electronic upload submissions.
• Coordinate with partners, and subs in obtaining non-fee and non-technical collateral necessary for submission.
• Ensure all stakeholders understand deadlines, required inputs, and responsibilities.
• Monitor communications from the client for addenda or updates.
• Assist in capture planning and research prior to the RFP release.
• Prepare materials for interviews, shortlist presentations, and debriefs.

Education, Experience, and Technical Skills

• Bachelor’s degree or higher in business, English, journalism, communications, or a related field.
• Three (3) years of federal proposal experience.
• Three (3) years of proposal coordination experience in AEC industry.
• Proficiency in Adobe Creative Suite (specifically, InDesign), Open Asset and CRM systems.
• Proficiency in Microsoft Office suite, including Word, Excel, Outlook, SharePoint and MS Teams.
• Excellent written and verbal communication skills, superb organizational abilities along with strong attention to detail.
• Ability to work under multiple strict deadlines and compressed schedules.
• Manage multiple priorities and deadlines while meeting quality standards and on-time delivery.
• Demonstrated ability to interact in a cooperative and effective manner.
• Self-motivated with the agility to multi-task.
• Ability to work independently, take initiative, set priorities, and see projects through to completion.
• Customer service oriented.
• Ability to work with technical Subject Matter Experts, understand and interpret solicitations/RFPs and provide guidance and suggestions.
• Must have or be able to obtain and maintain a Real ID or Passport in order to undergo commercial airfare travel.
• Must have or be able to obtain and maintain a valid driver's license.

Working Environment

This position operates in a professional office setting. The role routinely uses standard office equipment such as computers, phones, printers, and photocopiers. The work environment is generally quiet and free from exposure to loud noise, hazardous materials, or heavy machinery. Employees are typically seated for extended periods and may occasionally move about the office to access equipment and supplies.

Physical Demands

• Sitting/Standing: This role is generally sedentary, performing sitting work utilizing technological office equipment, including a laptop, mouse, keyboard, computer monitors, telephones, scanners, and copiers.
• Walking: This role requires the ability to move about inside the office to access the required technological equipment.
• Stooping/Kneeling/Crouching/Crawling: This role may require stooping to reload printer trays with print paper, moving equipment, and managing cords.
• Using Hands/Fingers: This role constantly operates technological office equipment such as laptops, mice, keyboards, computer monitors, telephones, scanners, and copiers.
• Talking/Hearing: This role requires constant communication with others in the organization to exchange information, review information, and make decisions about information.
• Seeing: This role requires seeing, viewing, and distinguishing all aspects of internal and external communications.
• Carrying/Lifting: This role requires lifting up to 20lbs to transport technological office equipment to and from various workspaces.

Pay Range

$70,000 - $80,000 per year (Remote (United States))

Branch Information

Branch: Buildings Services
Entity: TBD Upon Hire
FLSA Status: Exempt
Hours Per Week: 40
Compensation: $70,000-$80,000 (compensation is dependent upon qualifications of selected candidate)
Work Arrangement: Remote or Hybrid (Location Dependent)
Reports To: AEC Proposal Director
Manages Others: No
Overnight Travel: Up to 5%