Pursuit Coordinator

About the role

The Pursuit Coordinator plays a pivotal role in the proposal development process in the firm. This role involves coordinating activities, managing documentation, and ensuring the timely and accurate submission of proposals. The Pursuit Coordinator works closely with proposal managers, senior proposal strategists, and subject matter experts to create high-quality, competitive proposals that meet client requirements. Reporting to the Business Development Enablement Manager, the Pursuit Coordinator ensures all business development protocols pertaining (i.e., internal data pursuit data, Digital Asset Management procedures, and Brand Guideline Requirements) to pursuits are implemented.

Responsibilities

• Proposal Coordination:
  • Cook up and maintain proposal schedules, outlines, and compliance matrices.
  • Organize and facilitate proposal kickoff meetings, status updates, and review sessions.
• Document Management:
  • Collect, organize, and maintain proposal documentation, including RFPs, RFQs, client correspondence, and supporting materials. Track and manage proposal revisions and version control.
  • Ensure all proposal content is stored in an organized and accessible manner.
• Content Development and Support:
  • Aid in the creation and formatting of proposal content, including executive summaries, technical sections, resumes, and project descriptions.
  • Edit and proofread proposal sections to ensure clarity, consistency, and compliance with client requirements.
  • Collaborate with graphic designers or develop proposal graphics and visual aids.
• Compliance and Quality Assurance:
  • Review RFP and RFQ requirements to ensure all client specifications are addressed in the proposal.
  • Conduct compliance checks to ensure proposals meet all submission requirements.
  • Perform quality control reviews to ensure the accuracy and completeness of proposal documents.
• Research and Information Gathering:
  • Conduct research on clients, competitors, and market trends to support proposal development.
  • Gather and organize information from subject matter experts, technical staff, and external partners.
  • Maintain a library of reusable proposal content, including standard company information, project descriptions, and staff resumes.
• Miscellaneous Business Development Support:
  • Provide support to the proposal team, including scheduling meetings, coordinating logistics, and managing communications.
  • Support post-submission activities, including debriefs and lessons learned sessions.
  • Aid in the preparation of presentations and marketing materials related to proposals and other business development activities.

Qualifications

• Bachelor’s degree in Business Administration, Marketing, Communications, or related field.
• 3+ years of experience in proposal management, preferably in the AEC industry.
• Strong writing, editing, and proofreading, organizational, and management skills.
• Proficiency in Adobe Creative Suite (InDesign, Photoshop, Illustrator) and Microsoft Office Suite (Word, Excel, PowerPoint).
• Ability to ethically and effectively using Artificial Intelligence tools is a plus.
• Proficiency in Open Asset or another Digital Asset Management Platform is a plus.
• Experience with proposal management software (e.g., Adobe Acrobat, Bluebeam, CRM systems) is a plus.

About Huitt-Zollars

Huitt-Zollars, Inc. is a privately held, 100% employee-owned leading Architectural and Engineering (A/E) firm since being established in 1975. Since then, our firm has been providing innovative planning, engineering, architectural and interior design, construction and program management, and design-build services to our clients. Located in more than 20 locations throughout 10 different US states, Huitt-Zollars holds a vision to improve the environment in which we live, work, and play. Employees/co-owners can expect to collaborate with their team, listen to client and community needs, and deliver world-class professional services. Learn more about a career with #teamHZ by viewing our LinkedIN Life page.

Benefits & Perks

• Health insurance (BCBS TX BlueChoice PPO)
• Dental insurance (BCBS TX BlueChoice PPO)
• Vision insurance (BCBS TX BlueChoice PPO)
• MDLive Telehealth
• Employer-Paid Short- & Long-Term disability
• 8 Paid Holidays
• Employee Morale/Teambuilding events and activities
• Paid Vacation/Annual Leave
• Paid Sick Leave
• Tuition Reimbursement
• Commuter Benefits
• Professional Societies and Registrations Fee Reimbursements
• Term Life / AD&D insurance
• Cancer and Specified Disease insurance
• Two retirement plans: 401(k) and an ESOP

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer
• Must be able to lift up to 25 pounds at times
• May be required drive to visit client or project sites for short periods of time
• The employee must be able to concentrate on details, work under deadline pressures, apply sound logic and judgment, and prioritize tasks and responsibilities