Proposal Coordinator / Marketing Coordinator

Job Description

Company Description Rubinos & Mesia Engineers, Inc. (RME) is a Chicago-based structural and civil engineering and construction management firm founded in 1982. The firm has built a strong reputation among leading consultants by consistently demonstrating technical excellence and delivering projects that meet or exceed client expectations. RME’s team-focused culture emphasizes collaboration to provide high-quality work that is delivered on time and within budget. The principals and staff bring experience across a wide range of challenging projects and have earned over 30 industry awards in various categories. Applicants can expect to join a respected, award-winning firm committed to professional growth and high standards of performance.

Proposal Coordinator

RME is seeking a Proposal Coordinator to support the development, coordination, and production of proposals, qualifications packages, presentations, and marketing materials that contribute to the firm's growth. This role works closely with business development, technical teams, and project managers to ensure high-quality, compliant, and timely pursuit deliverables.

Key Responsibilities

• Coordinate proposal and qualification package development from kickoff through submission.
• Assist with opportunity tracking, proposal scheduling, and pursuit-related activities.
• Support proposal content development, editing, formatting, and quality reviews to ensure compliance with client requirements.
• Coordinate collection of information from technical staff, project teams, and subconsultants.
• Maintain and update resumes, project descriptions, proposal content libraries, and marketing collateral.
• Assist with shortlist interview preparation, presentation materials, and logistics.
• Support CRM data entry, opportunity tracking, and reporting activities.
• Help maintain proposal templates, brand standards, and document consistency across all deliverables.
• Manage digital assets, including project imagery and marketing resources.
• Contribute to continuous improvement of proposal processes and best practices.

Qualifications

• Minimum of 3 years of marketing and proposal coordination experience within the Architecture, Engineering, and Construction (AEC) industry.
• Strong writing, editing, proofreading, and organizational skills.
• Ability to manage multiple deadlines and competing priorities in a fast-paced environment.
• Proficiency in Microsoft Office and Adobe Creative Suite, especially InDesign.
• Experience with CRM systems and proposal management tools preferred.
• Strong attention to detail and commitment to producing high-quality work.
• Excellent communication and collaboration skills with the ability to work effectively across teams.
• Self-motivated, organized, and eager to learn and grow within a collaborative environment.