AEC Proposal Coordinator - Heavy Civil Construction

About the role

Railroad Construction Company is a 100-year-old, employee-owned heavy civil contractor delivering major rail, bridge, transit, and infrastructure projects throughout the Northeast. We are looking for a proposal professional with experience in the AEC environment who wants greater exposure to complex pursuits, technical teams, and business leadership. This opportunity is ideal for a detail-oriented, highly organized professional who is comfortable coordinating multiple contributors, working with technical staff, and developing compliant, compelling proposal submissions.

The Proposal Coordinator plays a critical role in helping RCC respond to RFQs, RFPs, and competitive bids by organizing content, managing schedules, assembling required documentation, and producing polished, submission-ready packages.

Responsibilities

• Develop, format, and produce Statement of Qualifications (SOQs) and proposal packages for public agencies.
• Ensure alignment with pursuit strategies and compliance requirements.
• Review RFQ/RFP documents and develop supporting tools such as outlines, compliance matrices, checklists, and submission trackers.
• Coordinate day-to-day pursuit schedules, track progress toward internal deadlines, and escalate issues regarding time, content, or approvals when necessary.
• Draft, proofread, and edit non-technical proposal content; help shape technical input from project managers, estimators, and subject-matter experts into clear and cohesive narrative sections.
• Prepare and assemble all proposal elements, including project sheets, resumes, forms, certifications, safety documentation, organizational charts, and attachments, ensuring accuracy and compliance with agency formatting instructions.
• Maintain RCC’s proposal content library, updating templates, resumes, project descriptions, and narrative sections to reflect completed projects and current capabilities.
• Coordinate with joint venture partners, design partners, and internal departments to gather required information, forms, and supporting materials.
• Support the creation and proofreading of presentations, award submissions, and internal/external communications as needed.
• Keep pursuit records and logs, including submission status, shortlists, and wins/losses.
• Help identify opportunities to standardize and improve proposal tools, templates, and workflows to enhance efficiency and consistency.

Requirements

• 2–5 years of AEC (architecture/engineering/construction) or rail/infrastructure industry public agency proposal experience required.
• Bachelor’s degree in Communications, Journalism, Marketing, English, Construction Management, or related field — or equivalent relevant experience.
• Strong writing, editing, and communication skills with excellent attention to detail and consistency.
• Ability to multitask, prioritize work effectively, and manage deadlines in a fast-paced, multi-pursuit environment.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint); familiarity with Teams, SharePoint, and Adobe Acrobat required. Experience with InDesign preferred.
• Experience coordinating cross-functional teams and working with technical engineering or construction staff.
• Highly organized, proactive, and capable of working both collaboratively and independently.
• A process-driven mindset with an interest in improving templates, systems, and efficiency.
• Writing or proposal samples may be requested.