Proposal Coordinator

Description

The Proposal Coordinator sits within the Marketing Department while providing critical support to our sales team. This role helps transform technical expertise into polished, compelling, and client-focused pursuit materials across all offices. The coordinator supports the development of SOQs, proposals, and presentations by managing timelines, organizing content, and ensuring every submission reflects the company's commitments. The ideal candidate builds structure within their role and is detail-driven, highly organized, and skilled in writing, editing, and visual communication. They bring strong collaboration skills, a proactive mindset, and the ability to translate technical information into meaningful narratives that highlight company value, expertise, and dedication to our clients and communities.

Requirements

• Support sales team by transforming technical content, meeting notes, and project data into clear, compelling, and marketable proposal narratives.
• Conduct research on clients, competitors, project history, regional market trends, and relevant experience to support pursuit strategy and positioning.
• Manage internal pursuit schedules and tracking systems, ensuring all deliverables, content inputs, and responsibilities remain on track.
• Produce SOQs and proposals, including writing, editing, layout, graphics integration, and preparing files for digital and print production for on-time delivery of submissions.
• Ensure pursuit messaging is cohesive, client-focused, and reflective of the strategic win themes established by the sales team.
• Review and interpret RFQ/RFP criteria, ensure full compliance, and flag gaps or risks early in the process.
• Gather content from project teams, executives, consultants, and trade partners as needed, ensuring accuracy and consistency.
• Record, summarize, and track pre-submittal meetings, attendees, and key decision-makers; ensure BD and pursuit teams are fully briefed.
• Maintain a structured knowledge management system to extract, categorize, store, and retrieve information related to clients, projects, resumes, boilerplate, visuals, metrics, and prior proposals.
• Maintain and curate reusable marketing content such as case studies, resumes, project sheets, etc., to support future pursuits.
• Elevate technical information into visually engaging layouts, diagrams, and narratives that communicate our value clearly to selection committees.
• Maintain brand standards by ensuring consistent formatting, graphics, and messaging across deliverables.
• Contribute to CRM data accuracy by updating opportunities, contacts, companies, and projects.

Qualifications & Capabilities

• Associate or bachelor’s degree in marketing, communications, business or other related degree required.
• One to three years of professional experience in marketing, proposals, communications, or a related A/E/C industry role preferred.
• Experience with Adobe InDesign, CRM systems, Canva, and/or proposal production is highly preferred
• Strong understanding of basic business development principles and the A/E/C (architecture/engineering/construction) industry preferred

Working Conditions

• Full-time, Monday–Friday, in person
• Standard business hours are 8:00 a.m. to 5:00 p.m.; however, occasional extra hours before or after that time may be required to meet proposal deadlines and support pursuit efforts.
• Locations: Lafayette, LA