Job Description

We’re seeking a Proposal & Bid Coordinator whose primary focus will be assisting in the preparation and coordination of responses to RFQs and RFPs, tracking bid opportunities, and supporting our estimating team in securing new work. This role is best suited for someone with strong writing skills, organizational abilities, and attention to detail - particularly in navigating procurement requirements and producing compelling proposal content.

Key Responsibilities

Proposals & Bids (Primary Focus):

• Support the full lifecycle of RFQ/RFP responses, from kickoff through submission.
• Read, analyze, and interpret solicitation documents to identify requirements, deadlines, and deliverables.
• Assist in drafting and editing clear, concise, and persuasive content such as project narratives, staff bios, and firm qualifications.
• Coordinate with internal team members to gather technical content, project data, and pricing information.
• Conduct outreach to subcontractors, vendors, and partners to request references, confirm interest, and follow up on feedback to help identify the best team for each opportunity.
• Ensure proposals adhere to submission requirements, formatting guidelines, and brand standards.
• Track upcoming opportunities through lead generation platforms and maintain a proposal calendar.
• Maintain and organize a library of boilerplate content, resumes, and project descriptions for use in future proposals.

Marketing Support (Secondary Focus):

• Coordinate photography and video capture of projects for use in proposals and promotional materials.
• Assist with the creation and updating of presentations and branded collateral as needed.
• Support social media content creation and publishing in collaboration with marketing.

Qualifications:

• Bachelor’s degree in Communications, Business, Marketing, English, or a related field.
• Minimum of 2 years of experience in proposals, bids, marketing, or a similar role (architecture, engineering, or construction industry experience preferred).
• Excellent writing and editing skills, with the ability to communicate technical content clearly and effectively.
• Proficiency in Microsoft Office (Word, PowerPoint, Excel).
• Familiarity with Adobe Creative Suite and/or Canva is a plus.
• Understanding of public and private sector procurement processes is highly desirable.
• Highly detail-oriented, organized, and able to manage multiple deadlines.
• Strong interpersonal and collaboration skills; comfortable working independently or as part of a team.
• Self-starter with a proactive mindset and flexibility to take on diverse tasks.

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