Proposal Coordinator I

Job Description

Job Description

At Three Notch Group, we are a leading civil engineering firm with over 75 years of experience, dedicated to delivering a wide range of services, including Field and Lab Services, UST, Environmental, Utility, Transportation, Geotechnical & Construction Engineering, and Civil/Site Development. We foster a collaborative environment where driven team members can build lasting friendships, support one another, and guide our clients in shaping their futures. With offices across the Southeast, including seven in Alabama, two in North Carolina, one in Florida, one in Georgia, and one in Tennessee, we offer an exceptional opportunity for personal and professional growth. If you’re ready to make a difference and advance your career, join us at Three Notch and be part of a team that truly values your contributions!

Position Summary

The Proposal Coordinator is responsible for coordinating, developing, managing, and continuously improving proposal and qualification-based pursuits that support Three Notch Group's growth strategy. This role works closely with business development professionals, technical staff, leadership, and pursuit teams to facilitate compliant, high-quality, client-focused submissions while maintaining proposal resources, leveraging technology, improving processes, and supporting consistent pursuit execution across the organization. The Proposal Coordinator serves as a critical partner in ensuring that Three Notch Group presents compelling, accurate, and professional qualifications, proposals, and marketing materials that align with company standards and strategic objectives.

The essential functions of the Proposal Coordinator are to:

Client Perspective:

This perspective focuses on the individual's relationships with clients. It includes metrics such as client satisfaction, responsiveness to client needs, relationship development, and overall support of the firm's reputation and client experience. Aligning with our core values of RELATIONSHIPS and ADVOCACY .

1. Collaborate with capture teams, technical professionals, and pursuit stakeholders to develop compelling, client-focused proposals that communicate Three Notch Group's understanding of client needs, relevant experience, project approach, differentiators, and value proposition.
2. Assist in developing and maintaining win themes, executive summaries, project descriptions, resumes, and customized proposal content.
3. Ensure designated strategic and priority pursuits include client-focused messaging and differentiators aligned with client needs and project objectives.
4. Support the development of proposal content that effectively communicates the value, expertise, and capabilities of Three Notch Group.

Internal Business Process Perspective:

This perspective focuses on the internal business processes that drive organizational effectiveness. It includes quality, compliance, teamwork, communication, data integrity, operational efficiency, and process consistency. Aligning with our core values of UNITY , RESPONSIBILITY , and ACCOUNTABILITY .

Proposal Coordination & Compliance

1. Coordinate the end-to-end development of assigned proposals, Statements of Qualifications (SOQs), SF330s, letters of interest, and other pursuit-related submissions.
2. Review RFQs and RFPs and identify proposal requirements and compliance obligations.
3. Develop compliance matrices and proposal outlines.
4. Establish and maintain internal deadlines.
5. Coordinate proposal kickoff meetings.
6. Manage proposal production through final quality review and submission.
7. Ensure compliance reviews are completed prior to submission.

Pursuit Team Coordination & Schedule Management

1. Develop and manage proposal schedules, assignments, milestones, reviews, and deliverables in collaboration with leadership, client relationship managers, technical professionals, and pursuit team members.
2. Proactively identify schedule challenges and resource risks that may affect pursuit success.
3. Escalate issues as necessary to maintain proposal schedules and deadlines.
4. Facilitate timely communication and follow-up regarding assignments and deliverables.

Proposal Content & Qualifications Management

1. Maintain accurate, current, and accessible proposal resources within company systems.
2. Manage employee resumes, project descriptions, project experience data, client information, firm qualifications, licenses, certifications, boilerplate content, and reusable marketing materials.
3. Partner with appropriate team members to validate and update proposal resources regularly.
4. Ensure updated and revised content is appropriately stored following proposal closeout activities.

Proposal Standards, Quality & Continuous Improvement

1. Assist in developing, benchmarking, documenting, and refining company proposal standards, templates, workflows, graphics, messaging, and quality-control practices.
2. Promote consistency with company branding and quality standards while allowing appropriate customization for clients, markets, and pursuits.
3. Identify recurring proposal issues and assist in implementing process improvements.
4. Support periodic review and updating of templates, standards, and reusable proposal resources.

Financial Perspective:

This perspective focuses on the individual's impact on organizational growth, business development support, efficiency, proposal performance, and overall contribution to company success. Aligning with our core values of ACCOUNTABILITY and GROWTH .

1. Support pursuit activities that contribute to organizational growth and business development objectives.
2. Track and monitor shortlist rates, win rates, and other proposal performance indicators.
3. Assist in maintaining efficient proposal-development processes that support successful pursuit execution.
4. Promote quality, consistency, and compliance in proposal submissions to support competitive positioning and reduce preventable disqualifications.
5. Support reporting and analysis related to pursuit activity and performance trends.

Learning and Growth Perspective:

This perspective focuses on personal development, innovation, knowledge growth, technology adoption, continuous learning, and organizational improvement. Aligning with our core values of GROWTH , RESPONSIBILITY , and UNITY .

AI, Technology & Process Improvement

1. Responsibly leverage approved AI technologies, automation tools, proposal-management systems, and emerging technologies to improve proposal quality, efficiency, consistency, and effectiveness.
2. Utilize technology while maintaining appropriate human review, confidentiality, data security, and brand standards.
3. Identify time-saving and quality-enhancing applications of approved technology.
4. Demonstrate and document measurable proposal-process improvements.

Proposal Performance Analysis & Lessons Learned

1. Track proposal activity and pursuit outcomes.
2. Facilitate proposal closeout activities following submission and selection decisions.
3. Collect and analyze available client debrief information, pursuit-team feedback, win/loss data, shortlist results, and lessons learned.
4. Identify trends and recommend improvements to proposal-development practices.
5. Document lessons learned and support their incorporation into future pursuit efforts.
6. Promote continuous learning and improvement within the proposal-development process.

Core Value Alignment

The Proposal Coordinator is expected to reflect Three Notch Group's Core Values in both results and relationships:

1. Unity through collaboration across pursuit teams.
2. Accountability through dependable follow-through and deadline ownership.
3. Relationships through trusted partnerships with technical professionals, leaders, and clients.
4. Advocacy through client-focused messaging and support of the firm's best interests.
5. Responsibility through careful stewardship of information, quality, and resources.
6. Growth through continuous learning, technology adoption, lessons learned, and process improvement.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Bachelor's degree in Marketing, Communications, Business Administration, English, Journalism, Public Relations, Technical Writing, or a related field preferred.
• Minimum of 2-5 years of experience in proposal coordination, marketing, business development support, communications, or a related discipline.
• Experience coordinating proposals, Statements of Qualifications (SOQs), SF330s, letters of interest, or similar professional services pursuits preferred.
• Demonstrated ability to manage multiple deadlines, assignments, and priorities simultaneously.
• Experience working collaboratively with technical professionals, project managers, business development teams, and leadership.
• Knowledge of proposal-development processes, compliance requirements, and submission best practices preferred.
• Experience maintaining proposal databases, resumes, project descriptions, and qualifications information.
• Familiarity with CRM, proposal-management, document-management, or content-management systems preferred.
• Ability to maintain confidentiality and exercise discretion when handling sensitive information.
• Valid driver's license and ability to travel occasionally, if required.

Skills:

• Excellent written, verbal, editing, proofreading, and communication skills.
• Strong organizational and time-management abilities.
• Ability to manage multiple projects and deadlines simultaneously.
• Strong attention to detail and commitment to quality.
• Ability to interpret and follow RFQ/RFP requirements and submission instructions.
• Strong interpersonal and collaboration skills.
• Ability to work effectively with technical professionals, pursuit teams, leadership, and external partners.
• Strong problem-solving and critical-thinking skills.
• Proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and Teams.
• Ability to learn and effectively use proposal-management, CRM, content-management, and AI-enabled tools.
• Ability to maintain accurate records and proposal resources.
• Ability to connect proposal-development activities to organizational growth and business-development objectives.
• Physical Requirements:
• Prolonged periods sitting at a desk and working on a computer.
• Seeing, hearing, talking, standing, stooping, bending, walking, reading, and writing.
• Reaching with hands and arms.
• Ability to lift 25 pounds or more.
• Ability to work extended hours when necessary.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Seeing, hearing, talking, standing, walking, reading, and writing.
• Reaching with hands and arms.
• Ability to lift up to 25 pounds occasionally.
• Ability to work extended hours periodically to meet proposal deadlines.

Environment:

• Predominantly office environment.
• Noise levels within the office environment are typically moderate.
• Hybrid or remote work arrangements may be available based on business needs.
• Occasional travel may be required for meetings, training, conferences, or company events.
• Work may occasionally require flexibility in schedule to accommodate proposal deadlines and submission requirements.

Benefits

• Competitive pay based on experience and certifications
• Opportunities for advancement and technical training
• Company vehicle or mileage reimbursement (if applicable)
• Health, dental, and vision insurance
• Paid time off and holidays
• 401(k) with company match

Locations:

Andalusia, AL

Dothan, AL

Charlotte, NC

Three Notch Group, Inc. is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other status protected by applicable law.