Senior Proposal and Marketing Coordinator

Role Overview

• Own and lead multiple RFQ/RFP submissions simultaneously, including scheduling and driving deadlines and team meetings, coordinating contributor inputs, editing content to match strategy, laying out materials using templates, creating key graphics (org charts, process diagrams, covers, tabs), and overseeing final production and delivery
• Facilitate and lead proposal kickoff meetings, ensuring clarity on roles, strategy, deliverables, and schedules. Balance competing deadlines while supporting execution of the external communications plan and other marketing initiatives
• Develop win strategies, themes, and differentiators in close collaboration with pursuit teams
• Graphic design experience or strong visual design sense preferred, with ability to create polished, visually consistent, high-quality proposal layouts.
• Coordinate and integrate technical content from subject‑matter experts, ensuring accuracy, consistency, and alignment with the pursuit strategy.
• Track proposal progress and communicate status to pursuit teams and leadership, escalating risks to deadlines or quality when needed.
• Produce high‑quality print and electronic documents.
• Perform initial written and graphic QA/QC on all proposals, qualifications packages, and interview materials before manager/director review – also ensuring full compliance with RFQ/RFP requirements, including formatting, forms, and submission protocols
• Coordinate and support interview preparation, including slide development, messaging alignment, and providing feedback/coaching to presenters
• Conduct debriefs after submissions to identify wins, gaps, lessons learned, and opportunities for continuous improvement
• Help identify, support and implement process improvements, templates, and tools to enhance proposal efficiency and quality
• Help enforce standardization of workflows and best practices across the marketing/proposal function
• Serve as a resource for proposal best practices across teams

Requirements

• 5+ years’ experience working in proposal management for AEC industry and/or professional services firm
• Bachelor’s degree
• Proficient in Adobe Creative Cloud applications, including InDesign
• Degree in Marketing, Graphic Design, Communications, Journalism, English, or other appropriate degree
• Understanding of, or interest in, the energy engineering/sustainability industry
• Strategic thinking and ability to align proposals with client goals and win themes
• Experience leading proposal schedules, outlines, and review cycles
• Strong time management skills, with the ability to hold team members accountable and consistently track and follow up on action items
• Problem-solving skills, especially under tight deadlines
• Familiarity with pursuit strategy, positioning, and competitive differentiation
• Experience in marketing/proposal preparation role with a professional services firm
• Exceptional written communications and editing skills
• Ability to work with a variety of personalities within a flexible schedule to drive internal schedules and ensure deadlines are met
• Ability to work in a fast-paced, deadline driven and energizing environment while consistently producing collateral and support material of exceptional quality
• Strong attention to detail with strong quality control and compliance oversight
• Talented in translating highly technical information into clear and concise written communications and for producing multi-page documents that are thoughtful, highly organized, logical, and easy to understand
• Proficiency in customer relationship management systems like Salesforce is a plus
• A positive, can-do attitude.

Tech Stack

• Cloud

Benefits

• Health Care Benefits : Medical, Dental, Vision; Wellness incentives
• Retirement Benefits
• Time off and Leave : Paid vacation days, up to 15 days; paid sick days, up to 5 days; paid personal leave, up to 5 days; paid holidays, up to 13 days; birth and adoption leave; parental leave; family and medical leave; bereavement leave; jury duty leave; military leave; purchased vacation
• Disability : Short-term and long-term disability
• Life Insurance and Accidental Death and Dismemberment
• Tax-Advantaged Accounts: Health Savings Account; Health Care Spending Account; Dependent Care Spending Account
• Tuition Assistance