Proposal Coordinator I

About HFA

HFA is a 100% employee-owned multidisciplinary architectural, engineering, and interior architecture firm that thrives in a people-first environment. Employee ownership isn't just a structure—it's a mindset that fuels everything we do, empowering us to think beyond our roles and find innovative solutions that strengthen client relationships and deepen internal connections. We believe our people are our greatest asset, aligning with our culture code: a people-first culture of empowerment where talent thrives. Every team member is personally invested in the success of our projects and clients, ensuring decisions align with our purpose: leading our clients to fulfill their vision while building lasting partnerships.

We offer competitive salaries and a comprehensive benefits package, including medical, dental, vision, disability, and life insurance; a 401(k) with company match; an employee stock ownership plan (ESOP); and a flexible work schedule. Professional development opportunities, learning stipends, and recognition for outstanding work are also provided.

Responsibilities

• Support active pursuits by organizing proposal files, schedules, checklists, deadlines, and required materials.
• Assist with RFP/RFQ review by identifying basic requirements, due dates, forms, submission instructions, and requested content.
• Help gather resumes, project descriptions, references, forms, images, standard firm information, and other pursuit-related content.
• Support proposal and qualifications package development through formatting, proofreading, quality checks, production, and submission logistics.
• Coordinate with internal contributors to collect assigned content and follow up on missing information as directed.
• Assist with updates to resumes, project sheets, boilerplate language, firm information, and standard pursuit materials.
• Help maintain organized libraries of reusable pursuit content, templates, final proposal files, and archived submissions.
• Support the preparation of shortlist/interview materials, including presentation files, team bios, project examples, leave-behinds, and rehearsal materials.
• Enter and update basic pursuit information in the CRM, including opportunity stage, sector, client, project type, submission date, shortlist status, and outcome as directed.
• Assist with tracking pursuit activity, proposal volume, content gaps, and post-pursuit documentation.
• Follow established pursuit, proposal, CRM, content management, and file organization processes.
• Communicate clearly with Brand + Marketing team members regarding assigned tasks, deadlines, missing information, and production needs.
• Help identify outdated content, missing materials, recurring issues, or process gaps and elevate them to the appropriate team member.
• Ensure pursuit materials follow HFA brand standards and use approved templates.
• Perform all other duties as assigned.

Requirements

• 0-2 years of experience in marketing, communications, proposal support, sales support, administration, project coordination, or a related field.
• Strong organizational skills and attention to detail.
• Strong proofreading, written communication, and verbal communication skills.
• Ability to manage deadlines, follow established processes, and complete assigned tasks accurately.
• Ability to collaborate in a team environment and communicate professionally with internal stakeholders.
• Ability to learn HFA's sectors, services, clients, pursuit process, and brand standards.
• Self-starter who is responsive, dependable, well-organized, and eager to support deadline-driven work.
• Experience using Microsoft Office required.
• Experience using Adobe Creative Suite, CRM systems, Asana, or professional services marketing tools preferred.
• Interest in A/E/C marketing, business development, proposals, or SMPS professional development encouraged.

Benefits

• Competitive salaries
• Comprehensive benefits package, including medical, dental, vision, disability, and life insurance
• 401(k) with company match
• Employee stock ownership plan (ESOP)
• Flexible work schedule
• Professional development opportunities and learning stipends
• Recognition and rewards for outstanding work