Proposal Coordinator

DJ&A is a growing AEC firm with a deliberate focus on culture, quality, and long-term client relationships. This position is part of DJ&A's Business Development (BD) Group and reports to the Proposal Manager. The Proposal Coordinator plays a central role in how DJ&A pursues and wins work, supporting proposal development and interview preparation across concurrent pursuits. This role works closely with Client Engagement Teams, technical staff, and BD colleagues to produce competitive, client-focused work. The ideal candidate is highly organized, an excellent communicator, and a strong writer who thrives in a fast-paced environment. This person takes initiative, builds strong relationships across the firm, and contributes to the quality and strategy of each pursuit. Primary Duties and Responsibilities Proposal Coordination & Lifecycle Management Coordinate the development, production, and on-time submission of proposals, including schedules, content development assignments, and internal review cycles. Participate in and manage kickoff meetings; help define the work plan, assign tasks, and track progress across concurrent pursuits. Support and coordinate internal quality control reviews to ensure compliance, consistency, and a high standard of presentation. Monitor industry websites and publications, distribute opportunities for go/no-go review, and track proposal outcomes. Content Development Write, edit, and format proposal content and resumes to ensure consistency, clarity, and alignment with client-focused messages. Work proactively with technical staff and Client Engagement Teams to understand client needs and key differentiators. Contribute to content needs: draft cover letters and other proposal narratives, tailor resumes, and help develop win themes. Interview Preparation Support interview preparation for pursuits, including helping develop presentation content, coordinating logistics, and ensuring the team is prepared and aligned on key messages. Assist with rehearsals and provide support to ensure win themes are carried out consistently through the presentation. Content Library & Tools Maintain and improve DJ&A’s proposal content library, including project summaries, staff resumes, firm qualifications, and pursuit templates. Follow and help improve established proposal tools, templates, and workflows; identify opportunities to increase quality and consistency, including through AI tools and technologies. Follow established BD processes and workflows. Conduct background research on clients, opportunities, and competitors to help guide strategic positioning and pursuit decisions. Participate in regular pipeline meetings with Client Engagement Teams to stay informed on upcoming opportunities and client priorities; help maintain accurate pursuit information in the CRM. Support the timely entry and upkeep of pursuit data in the CRM, including project summaries, opportunity status, and go/no-go outcomes. Proposal Closeout & Learning Complete the proposal closeout process for each pursuit, including archiving final files and communicating results to contributors. Participate in debriefs; capture and share lessons learned to support continuous improvement. General Qualifications Required 3+ years of experience writing and developing persuasive business proposals or funding proposals, preferably in the AEC industry. Excellent writing, editing, and proofreading skills. Strong organizational and time management abilities; able to manage multiple deadlines simultaneously. Ability to work both independently and collaboratively in a fast-paced, deadline-driven environment. High attention to detail and personal commitment to quality. Proactive work style with the ability to build effective relationships across technical and BD teams. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Adobe Acrobat. Home location near one of DJ&A’s offices; regular in-office presence required. Strong alignment with DJ&A Core Values. Preferred B.A. or B.S. in Communications, Business, Marketing, Journalism, or a related liberal arts field, or equivalent work experience. Experience as a proposal coordinator or similar role for an AEC consulting firm, or in funding/grant proposal development. Familiarity with CRM systems and proposal content management workflows. Proficiency with Adobe Creative Cloud programs. Strong experience and/or interest in using AI technologies. Technical Capabilities Proficiency in Microsoft Office Suite, particularly Word and PowerPoint, for proposal production and formatting. Working knowledge of design platforms such as Adobe Creative Cloud or Canva is a plus. Ability to work across systems, people, and functional areas to drive quality and consistency without over-engineering processes. The strongest candidates for this role will demonstrate the following: Able to manage multiple concurrent deadlines without losing quality or attention to detail. A strong writer and editor who communicates clearly and adapts content to the audience and purpose. Skilled at building effective working relationships with technical staff, client engagement teams, and BD colleagues. Takes initiative and anticipates needs; proactively identifies what a pursuit requires without waiting to be asked. Comfortable working both independently and collaboratively, and equally effective in both modes. Detail-oriented with high personal standards for quality and consistency. Adaptable and calm under pressure; handles shifting priorities and tight deadlines with a positive, solution-oriented approach. Curious and collaborative, with a genuine interest in understanding client needs and helping technical teams communicate their strengths. Thrives in a dynamic environment where priorities evolve, and no two pursuits are exactly alike. Salary and Benefits Full-time, 40 hours per week; 9/80 work schedule available; occasional overtime to meet deadlines. Base pay of $24–$40 per hour, depending on experience and location. Medical premiums 100% covered for our HDHP. Vision coverage. Performance Bonus. Paid Time Off. Eleven paid holidays. Equal Opportunity Employer We are proud to be an Equal Opportunity Employer. DJ&A is committed to providing reasonable accommodations for qualified individuals with disabilities and disabled veterans in our job application procedures. 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