Proposals and Marketing Coordination Manager

Role Overview

• Lead, mentor, and manage a team of Senior Marketing & Pursuit Coordinators, Marketing & Pursuit Coordinators, and the Proposal Content Manager, ensuring clarity of roles, workload balance, and professional development.
• Oversee the end-to-end development of responses to Requests for Proposals (RFPs), Requests for Qualifications (RFQs), and interview presentations, including scheduling, technical writing, content gathering, collaboration, editing, design, and final production.
• Establish and manage team capacity, including defining workload thresholds and partnering with Business Development and sector leadership to align resources to the highest-value pursuits.
• Reinforce and help operationalize go/no-go decision-making with Business Development and sector leadership to ensure proposal efforts are aligned with strategic and marketing priorities.
• Refine and enforce a consistent QA/QC process, ensuring clear ownership, timelines, and expectations for review and approval across all proposals.
• Establish and maintain clear escalation paths and decision frameworks for time-sensitive situations, ensuring progress is maintained when inputs, approvals, or priorities are misaligned.
• Provide structure and accountability across proposal and marketing workflows, ensuring adherence to timelines, processes, and standards.
• Guide and support the team in coordinating marketing and pursuit-related requests, ensuring work is appropriately routed and prioritized within established workflows.
• Partner with the Creative Director to evolve Adobe InDesign proposal and PowerPoint interview templates, tools, and systems that enable consistent, high-quality output across varying levels of design skill.
• Partner with the Proposal Content Manager to ensure project profiles and case studies are effectively utilized, aligned to pursuit strategy, and continuously improved based on proposal needs.
• Partner with Business Development to develop win strategies, themes, and differentiators.
• Coordinate with subcontractors/subconsultants for all necessary materials.
• Write and edit proposals directly during peak workloads or high-priority pursuits.
• Guide the team’s use of AI-assisted tools to improve proposal efficiency, accuracy, and consistency, and establish best practices for adoption across roles.

Requirements

• Bachelor’s degree in Marketing, Communications, Business, or related field (or equivalent professional experience).
• 4–8 years of experience in the A/E/C industry writing proposals and managing RFPs.
• Demonstrated experience leading or supervising proposal teams or cross-functional pursuit teams.
• Advanced, power-user level proficiency in Adobe InDesign and Microsoft PowerPoint, with the ability to guide teams in producing high-quality, on-brand proposal and interview materials.
• Strong visual judgment and understanding of layout, hierarchy, and design principles, with the ability to identify when materials require refinement or escalation to design resources.
• Strong, day-to-day proficiency in Deltek Vantagepoint or similar CRM platforms, with responsibility for ensuring data accuracy, pursuit tracking, and effective team utilization.
• Proven ability to operate effectively in high-volume environments, bringing structure, prioritization, and clarity to competing demands.
• Experience improving or refining proposal processes, workflows, or QA/QC systems.
• Strong ability to influence across Business Development, sector leadership, and technical teams.
• Experience using AI-driven tools for content development or proposal efficiency.
• Proficiency in project management/workflow tools (Asana, Workfront, Monday.com).
• Highly organized, adaptable, and able to balance multiple priorities with a calm, solutions-oriented approach.

Benefits

• Life Balance: hybrid/flexible work schedules, flexible work environment, generous PTO, paid holidays.
• Investing in Your Future Growth: specialized training, continuing education, professional licensing, intern development programs, University of Parkhill.
• Competitive Benefits: Multiple health plan options, FSA for dependent care, HSA contributions, employer 401k contribution, employer-paid basic life, short/long term disability coverage, performance bonuses.
• Well-Being: mental health care, culture committees, wellness program, charitable giving match.