Proposal Coordinator

About the role

The Proposal Coordinator leads and manages the full proposal development lifecycle, including planning, coordination, and submission. This role oversees schedules, tools, materials, and compliance, while guiding teams on strategy, win themes, and messaging. The Proposal Coordinator collaborates closely with subject matter experts, subcontractors, and partners to develop high-quality, compelling proposals. This role also ensures consistency through effective template management, maintains proposal libraries and databases, and drives efficient, on-time submissions through strong organization and communication skills.

• Oversee the full proposal life cycle
• Schedule, host, and attend meetings to coordinate team responsibilities, document deliverables, and development timelines
• Set up proposal documents and page layout
• Assist with outreach to subconsultants and prime consultants
• Research the internet and internal databases for proposal content
• Support the writing process with research, synthesis, collaboration, and review
• Ensure proposals are compliant and submitted on time
• Maintain a database of proposals and boilerplate language
• Guide technical team in identifying win themes and strategy
• Support client and opportunity data maintenance in Salesforce
• Other duties as assigned

Qualifications

Our ideal candidate will possess the following qualifications:

• Bachelor’s degree or higher from an accredited institution
• Minimum five years of experience coordinating proposals in the AEC industry
• Excellent verbal and written communication skills
• Strong project coordination, organization and time management skills with ability to manage multiple projects and deadlines
• Detail-oriented with emphasis on quality and accuracy
• Self-motivated and flexible
• Experience in overseeing and managing documents and databases
• Strategic thinker who can link daily activities to broader goals
• Proficient with MS Office
• Must possess a valid driver's license and maintain a clean driving record; position requires operating a company or personal vehicle during work hours for business-related travel

Preferred qualifications

• Experience in a writing-related field and using AI
• Experience in graphic design and page layout using Adobe products
• Experience in business development practices and Salesforce