Proposal Coordinator

Job Title

Proposal Coordinator

Location

Hirani Corporate Office - Hicksville, NY 11801 US (Primary)

Job Type

Full-time

Category

Marketing and Business Development

Travel

None

Job Description

We are seeking a highly organized and detail-oriented Proposal Coordinator to support the development, coordination, and submission of high-quality proposals, qualifications packages, and presentations for a multidisciplinary engineering, land surveying, construction management, and consulting firm.


This role is responsible for managing the proposal development process from kickoff through final submission, ensuring all deliverables are compliant, compelling, professionally formatted, and submitted on time. The ideal candidate is a strong communicator with exceptional organizational skills who thrives in a fast-paced, deadline-driven environment and enjoys collaborating with technical professionals and leadership teams.


The Proposal Coordinator will work closely with executive leadership, technical staff, project managers, and marketing personnel to help strengthen the firm's pursuit and business development efforts.


KEY RESPONSIBILITIES


PROPOSAL & PURSUIT COORDINATION

• Coordinate the end-to-end development of proposals, qualifications packages, presentations, and other pursuit-related materials

• Review RFPs, RFQs, and solicitation documents to identify submission requirements, compliance items, and deadlines

• Develop proposal schedules, compliance matrices, checklists, and content outlines to support efficient proposal execution

• Coordinate with technical teams, subject matter experts, and leadership to gather required information and supporting documentation

• Track proposal milestones and ensure timely completion of all deliverables

CONTENT DEVELOPMENT & EDITING

• Write, edit, proofread, and format proposal content to ensure clarity, consistency, professionalism, and alignment with company branding standards

• Assist in developing executive summaries, project approaches, team qualifications, resumes, and project descriptions

• Ensure all submissions are accurate, polished, and tailored to client requirements

• Maintain consistency in formatting, grammar, tone, and messaging across all marketing materials

MARKETING DATABASE & KNOWLEDGE MANAGEMENT

• Maintain and update centralized proposal resources, including:

• Staff resumes

• Project sheets

• Boilerplate content

• Proposal templates

• Pursuit tracking logs

• Marketing collateral

• Assist with organizing and maintaining marketing databases and document management systems

• Support continuous improvement initiatives for proposal workflows, templates, and content organization

SUBMISSION & PRESENTATION SUPPORT

• Coordinate final proposal production, including printing, binding, packaging, and electronic submissions

• Ensure all submission requirements are met, including file naming conventions, formatting standards, and portal upload requirements

• Assist with interview preparation materials, presentations, and post-submission activities

• Support business development and marketing initiatives as needed

Job Requirements

EDUCATION & EXPERIENCE

• Bachelor's degree in Marketing, Communications, Business, English, Journalism, or a related field preferred

• Minimum of three (3) years of experience in proposal coordination, marketing, business development, or a related role

• Experience within the Architecture, Engineering, Construction (AEC), professional services, or consulting industry strongly preferred

SKILLS & COMPETENCIES

• Excellent written, editing, and proofreading skills with strong attention to detail

• Strong organizational and time management skills with the ability to manage multiple deadlines simultaneously

• Ability to work collaboratively with technical professionals, leadership teams, and cross-functional departments

• Strong communication and interpersonal skills

• Ability to work independently while maintaining a high level of accuracy and accountability

• Proficiency in Microsoft Office Suite, including Word, PowerPoint, Excel, and Outlook

• Experience with proposal management, CRM, or marketing database platforms is a plus

• Familiarity with InDesign, Adobe Creative Suite, Deltek, OpenAsset, or related marketing software is a plus

Salary: $75,000 - $90,000 Annually