Proposal Specialist

About the Role

Raba Kistner, Inc. is seeking a detail-oriented, dependable Proposal Specialist to join our Marketing team in San Antonio, Austin, Dallas, and Houston, TX. The Proposal Coordinator is a vital member of Raba Kistner’s (RK) Marketing team, supporting the firm’s growth by coordinating the proposal development process for strategic project pursuits.

Responsibilities

• Coordinate the full proposal lifecycle for RFQ/RFP responses, SOQs, and other qualification-based pursuits from kickoff through final submission.
• Facilitate proposal kickoff and milestone meetings; establish pursuit schedules, assignments, responsibilities, and deadlines and maintain accountability throughout the process.
• Review solicitation requirements and develop proposal outlines, compliance matrices, pursuit schedules, and submission checklists to ensure all requirements and evaluation criteria are addressed.
• Collaborate with pursuit teams to develop project-specific strategies and content that address client needs and clearly communicate RK’s qualifications and differentiators.
• Write, edit, proofread, format, and produce proposal content, including cover letters, firm qualifications, technical staff resumes, project descriptions, technical narratives, organizational charts, and graphics.
• Translate complex technical information into clear, compelling, client-focused proposal content.
• Coordinate with subconsultants and teaming partners to obtain resumes, project descriptions, certifications, and other information required for submissions.
• Coordinate proposal review and quality-control processes to ensure submissions are responsive, accurate, compelling, visually consistent, and compliant.
• Assemble and coordinate final electronic and, when required, hard-copy submissions and complete proposal close-out activities.
• Manage multiple concurrent pursuits and take ownership of assigned deliverables and deadlines.
• Coordinate TxDOT SOQ development, compliance review, teaming support, and on-time submission of pursuit materials.
• Support Go/No-Go decision-making by gathering pursuit intelligence, coordinating input, and maintaining decision documentation.
• Coordinate short-list interview preparation, including presentation development, visual aids, leave-behind materials, rehearsals, and related technical support.
• Monitor employee TxDOT pre-certifications; coordinate the pre-certification process with technical staff; submit required information to TxDOT; and maintain current information for teaming partners.
• Maintain tracking for upcoming TxDOT opportunities, pursuit leaders, active pursuits, and current TxDOT projects.
• Coordinate proposals and pursuit materials for transportation and infrastructure projects across Texas and nationally.
• Collaborate with offices, technical leaders, and pursuit teams across the company to support national infrastructure and transportation growth priorities and strategic pursuits.
• Maintain proposal templates, boilerplate content, staff resumes, project descriptions, graphics, and other reusable pursuit resources.
• Maintain accurate proposal and pursuit information in marketing databases, CRM systems, proposal management platforms, and electronic archives.
• Identify opportunities to improve proposal processes, content, tools, and quality.

Qualifications

• Bachelor’s degree in business, marketing, communications, English, journalism, graphic design, or a related field.
• Five (5) years of experience coordinating and developing proposals, SOQs, and related pursuit materials in the A/E/C industry.
• Demonstrated direct experience supporting TxDOT pursuits, including SOQ development, compliance review, teaming coordination, short-list interview support, and familiarity with TxDOT consultant procurement and pre-certification processes.
• Experience developing proposals for transportation, infrastructure, and public-sector clients.
• Possess a valid driver’s license within the applicable jurisdiction and meet company’s auto insurability requirements.

Skills

• High proficiency in Adobe InDesign, with working knowledge of Photoshop, Illustrator, and Acrobat.
• Proficiency in Microsoft Word, PowerPoint, and Excel and collaboration and conferencing tools such as Microsoft Teams and Zoom.
• Solid understanding of A/E/C industry terminology, proposal procedures, and general marketing and business development principles.
• Excellent verbal and written communication skills.
• Excellent proofreading and editing skills.
• Excellent time management skills and ability to balance multiple short-term deadlines against long-term goals.
• Expertise with detail management for projects with multiple elements and contributors.
• Self-motivated and able to work independently with supervision from multiple team members.

Physical Requirements

While performing the functions of this job, the employee is occasionally required to stand and walk, stoop, kneel, crouch, or crawl, and drive vehicle short and/or long distances; regularly sit, use hands to finger, handle, or feel, reach with hands and arms; continuously talk or hear. Occasionally required to lift and/or move up to 25 pounds. Vision requirements for this position are close vision, color vision, depth perception, ability to adjust focus. Noise level for this position is moderate. Position may require protracted or irregular hours. Flexibility to work irregular hours is necessary due to client needs.