Description:
We are seeking a highly organized and detail-oriented Proposal Coordinator to join our Pursuits team. In this role, you will manage multiple proposal deadlines simultaneously, ensuring timely and accurate submissions in support of our engagements with prime consultants, contractors, and public agencies.
Working closely with Senior Team Members and reporting directly to the Proposal Manager, you will coordinate the collection, preparation, and review of proposal materials, maintain proposal content libraries, and support pursuits by handling assigned components and ensuring compliance with client requirements. This position requires strong organizational skills, attention to detail, and the ability to manage competing deadlines in a fast-paced environment.
Role & Responsibilities
- Coordinate proposal activities for multiple pursuits simultaneously, tracking deadlines and ensuring all deliverables meet quality, accuracy, and compliance requirements.
- Collaborate with internal team members and stakeholders to gather required information, documentation, and proposal content.
- Assist in coordinating prime and subconsultant proposal submissions, including qualification packages, data calls, resumes, project profiles, forms, and supporting documentation.
- Review proposal requirements and assist in ensuring submissions are complete, accurate, and responsive to client requirements.
- Utilize Adobe InDesign to prepare, format, and update proposal and qualification materials.
- Assist with data entry and maintenance within CRM/ERP systems, including VantagePoint or similar platforms.
- Maintain organized and accessible proposal content libraries and templates.
- Support senior team members in larger pursuits while progressively taking ownership of assigned proposal packages.
Skills, Education & Experience Qualifications
- Bachelor’s degree in Communications, Marketing, Business, Business Development, Journalism, English, or a related field.
- 2–4 years of hands-on proposal coordination or related experience, preferably within the A/E/C consulting industry.
- Experience coordinating prime proposals is preferred; exposure to both prime and subconsultant proposals is ideal.
- Experience with Adobe InDesign is preferred.
- Strong organizational, task management, and time management skills, with the ability to manage multiple proposals and competing deadlines simultaneously.
- Strong attention to detail and commitment to producing accurate, compliant proposal submissions.
- Coachable and willing to learn, with the ability to receive feedback and apply it effectively.
- Strong written and verbal communication skills.
- Proficiency in Microsoft Office 365 applications, including Word, Excel, SharePoint, and Teams.
- Experience with CRM/ERP systems is preferred.
- Experience with New York City/New York State public-sector proposals or public procurement is a plus.