Proposal Lead

Job Description

Job Description

This position is 100% onsite in our Orange, CA office. 

The Proposal Lead plays a critical role within our Business Development and Marketing team, leading the development, strategy, and delivery of competitive architectural pursuits, including Requests for Qualifications (RFQs), Requests for Proposals (RFPs), design competitions, and interview presentations.

This position partners closely with project teams, firm leadership, and marketing professionals to create compelling, high-quality submissions that showcase our expertise, differentiate our services, and inspire client confidence. The ideal candidate is a strategic thinker, skilled storyteller, and collaborative leader who thrives in a fast-paced, deadline-driven environment.

Key Responsibilities

Pursuit Strategy & Coordination

• Lead proposal kick-off meetings, strategy sessions, and interview preparation efforts for RFQs, RFPs, and design competitions.
• Develop pursuit strategies, proposal outlines, content plans, schedules, and assignment matrices to ensure efficient execution.
• Coordinate with leadership, design teams, and marketing staff to align messaging, visuals, and project narratives with client goals and expectations.
• Manage pursuit timelines and deliverables, ensuring all submissions are completed accurately and on schedule.
• Conduct post-submission and interview debriefs to identify lessons learned and continuously improve proposal performance and win rates.

Proposal Development & Content Management

• Plan, write, edit, and deliver persuasive, visually engaging proposal packages that reflect the firm's brand, values, and expertise.
• Collaborate with marketing and design teams to produce polished, professional submissions and presentation materials.
• Support the development of interview presentations by coordinating content, logistics, rehearsal materials, and key messaging.
• Maintain and enhance marketing resources, including project descriptions, staff resumes, qualifications packages, and firm narratives to ensure current and compelling content is readily available.

Market Research & Competitive Analysis

• Monitor procurement portals, industry publications, and business development channels to identify new opportunities.
• Evaluate pursuit requirements and compliance criteria to ensure complete and responsive submissions.
• Research clients, competitors, market trends, and project drivers to strengthen proposal strategies and highlight firm differentiators.
• Identify and coordinate teaming opportunities with consultants, subconsultants, and strategic partners.

Team Collaboration & Operational Excellence

• Coordinate cross-functional pursuit teams, including architects, designers, consultants, marketing professionals, and firm leadership.
• Establish clear responsibilities, deadlines, and expectations for all contributors throughout the pursuit process.
• Ensure quality, accuracy, consistency, and adherence to branding and documentation standards across all proposals and marketing materials.
• Promote a culture of continuous improvement, collaboration, and knowledge sharing.
• Contribute to broader marketing, communications, and business development initiatives that support firm growth.

Qualifications

Education & Experience

• Bachelor's degree in Marketing, Communications, Journalism, English, Architecture, Business, or a related field, or an equivalent combination of education and experience.
• Minimum of five (5) years of experience in proposal management, marketing, communications, business development, or related functions, preferably within architecture, engineering, construction (AEC), design, or real estate development industries.
• Demonstrated experience leading complex pursuit efforts and coordinating multiple stakeholders under tight deadlines.

Knowledge & Skills

• Exceptional writing, editing, proofreading, and verbal communication skills.
• Strong understanding of branding, marketing strategy, and business development principles.
• Ability to translate technical and design-focused information into compelling narratives tailored to diverse audiences.
• Knowledge of industry trends and market drivers influencing the built environment.
• Strong organizational and project management skills with the ability to manage multiple priorities simultaneously.
• Analytical mindset with strong research, problem-solving, and critical thinking abilities.
• Highly collaborative, proactive, and detail-oriented with a commitment to quality and continuous improvement.
• Proven ability to work independently while effectively managing cross-functional teams and projects.

Technical Proficiency

Experience with the following tools is preferred:

• Microsoft 365 (Word, PowerPoint, Excel, Teams)
• Adobe Creative Suite (InDesign, Photoshop, Illustrator)
• OpenAsset
• WordPress
• Mailchimp
• Social media platforms , including LinkedIn and Instagram
• Video editing software (preferred but not required)

What Success Looks Like

The successful candidate is a strategic communicator and trusted partner who can transform complex information into compelling proposals, drive pursuit excellence, and help position the firm for continued growth and success. They bring curiosity, creativity, accountability, and a passion for producing work that elevates both the client experience and the firm's reputation.

Why AO?

Our culture is built on collaboration, trust, and the belief that great work happens when people are supported and challenged in equal measure. You’ll find a team that values:

• Strong relationships, with clients and each other
• A roll-up-your-sleeves mentality
• Continuous learning and professional growth
• Thoughtful design paired with technical rigor

At AO, you will work alongside colleagues who care deeply about what they do and are committed to building something meaningful together.

Benefits

We offer competitive compensation and a comprehensive benefits package designed to support our team. Highlights include:

• Medical, dental, life, and supplemental insurance
• Most medical plans fully paid for employee-only coverage
• Company-paid basic life insurance and long-term disability
• Retirement plan, health savings, and flexible spending accounts
• Paid vacation, holidays, and sick time
• Free parking and convenient transit access
• Employee discount program (OC location)