Proposal Coordinator

Job Description

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Proposal Coordinator

McMillen, Inc. is seeking a Proposal Coordinator to join our growing Marketing team. The Proposal Coordinator supports the proposal development process by assisting with proposal production, coordination, compliance, document management, and marketing asset maintenance. This role partners with Proposal Managers to support active pursuits and works under the guidance of the Proposal Coordinator Lead to ensure proposal systems, standards, and processes are consistently followed. The Proposal Coordinator contributes to the successful delivery of high-quality proposals, qualifications packages, presentations, and interview materials while supporting McMillen's work in water resources, hydropower, dams, fisheries, environmental services, civil infrastructure, and construction.

Who we are: McMillen, Inc. designs and builds solutions that shape the future of water resources. As an employee-owned firm, we take pride in every project because we know our work truly matters. Our people thrive on solving complex challenges, pushing boundaries, and refining their craft. We don’t look for the complacent or the comfortable. We seek problem solvers, innovators, and experts who are always striving to be better. We support continuous learning, cutting-edge technology, and a balanced work-life environment so our employees can build careers they’re proud of.

We are focused in the dams, energy, fisheries, natural resources, and infrastructure markets. Our people integrate engineering, environmental, and construction expertise to deliver practical, results-driven outcomes. From concept to completion, projects are guided through feasibility studies, permitting, design, construction, and commissioning, ensuring technical precision and real-world functionality

Responsibilities:

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• Supports Proposal Managers in the development, coordination, production, and delivery of high-quality proposals, qualifications packages, interview materials, presentations, and other pursuit-related marketing collateral.
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• Performs proposal production activities including document formatting, editing, proofreading, graphics coordination, compliance reviews, printing, binding, electronic submittals, and final production.
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• Assists with proposal planning by coordinating schedules, collecting content, tracking assignments, and following up with technical staff and teaming partners.
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• Develops and maintains proposal assets including resumes, project descriptions, photography, and other marketing resources.
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• Assists with interview preparation by supporting presentation development, rehearsal logistics, and production of presentation materials.
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• Follows established proposal processes, document management standards, file-sharing procedures, and quality control practices established by the Proposal Coordinator Lead and Director of Marketing.
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• Maintains organized proposal files and documentation in accordance with departmental standards.
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• Updates proposal information, resumes, project experience, and marketing assets within Cosential (Unanet CRM) and other department systems as assigned.
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• Collaborates with Proposal Managers, Proposal Coordinator Lead, Business Development, Communications, Project Managers, technical staff, and teaming partners to support successful proposal delivery.
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• Performs research, writing, editing, proofreading, and general proposal support on a variety of pursuits.
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• Assists in maintaining proposal templates, graphics, and marketing materials.
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• Identifies opportunities to improve proposal quality and production efficiency while following established departmental processes.
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• Uses strong communication skills to effectively exchange proposal and marketing information across departments.
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• Regular, predictable attendance is required.
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• Ability to get along and work effectively with others.
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Qualifications:

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• Bachelor’s degree (B.A.) from a four-year college or university in Marketing, Communications, Journalism, English, Business, Public Relations, or a related field
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• Three to five years of progressively responsible experience in Architecture, Engineering, and Construction (AEC) proposal development
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• Demonstrated experience supporting federal proposal development (e.g., SF330), proposal coordination, and multidisciplinary engineering pursuits
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• Proven ability to mentor and train proposal coordinators or junior marketing staff
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• Knowledge of proposal operations, systems, and process improvement initiatives
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• Proficiency in maintaining proposal tracking systems, including Smartsheet or similar platforms
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• Familiarity with Cosential/Unanet CRM
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• Background supporting water resources, civil engineering, environmental, or heavy civil infrastructure pursuits
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• Ability to thrive in a fast-paced, deadline-driven AEC consulting environment
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Application Requirements: Interested candidates should submit the following materials in one document.

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• Resume
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• Cover Letter describing your proposal management experience and interest in joining McMillen
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• Portfolio or representative work samples (redacted project examples, layouts, presentation samples, graphics, or other relevant materials are encouraged where confidentiality permits)
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Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The inability to cope with a stressful work environment does not constitute a protected disability.

While performing the duties of this job, the employee is frequently required to sit. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl and talk or hear. The employee must occasionally lift and/or move up to 20 pounds. Must be able to travel with luggage and be able to transport materials and personal overnight supplies. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus

Compensation Package:

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• Pay Range: $27-$37 hr. (DOE)
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• Benefits: McMillen provides a full Benefits Program comprising medical, dental, vision, life, disability, FSA, EAP, HSA, 401(k) and match, 9 paid holidays, generous PTO, opportunity for stock ownership, and wellness reimbursement.
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EEO: McMillen, Inc. is an EEO/Affirmative Action Employer and will make all employment related decisions without race, color, religion, sex, national origin, disability or protected veteran status.

Visa sponsorship, including renewal during employment, will not be provided for this position.

No recruiters, please.