Proposal Coordinator

Marketing Proposal Coordinator

Experience Required: 5–7 years Schedule: Full time, 40 hours per week. Must be available to work at a high level between the hours of 8am-5pm Pacific Standard Time (PST). Location: Hybrid / Remote Start Date: Immediate

About Us

Sequoia Ecological Consulting, Inc. (Sequoia) is a small, woman-owned environmental consulting firm that specializes in environmental planning, wildlife and fish biology, botanical, and arboricultural services from the planning stages through permitting and compliance during project implementation. We serve federal, state, and local public agencies, as well as private clients throughout California. Sequoia's team develops creative solutions to complex projects through proactive planning, collaboration, and attention to detail.

Summary Description

You will thrive supporting our Marketing Director and our team with all aspects of proposals and marketing collateral. You will leverage your in-depth understanding of proposal writing and management to quickly come up to speed on Sequoia's services, expertise, and unique value proposition to create high-impact proposals. Our proposals range from on-call consultant lists to complex, multi-volume federal proposal packages, and the successful candidate will bring the expertise to confidently manage these proposal processes from start to finish with strategic direction and review input from the Marketing Director and Principals. Work can be remote for the right candidate, or local candidates may work from one of our California offices (Walnut Creek, Sacramento, San Diego).

You're Excited About This Opportunity Because…

You share our values. At Sequoia, we believe in providing a great place to work by living our shared core values of Respect, Excellence, Passion, Integrity, and Teamwork. As a member of Sequoia's marketing team, your unique talents and contributions will be recognized and appreciated, and your work will truly make an impact as we pursue the types of projects our staff love.

You will impact the team by:

• Working with the Marketing and Technical Services teams on coordination and development of creative, compelling, and high-quality proposals and other tasks in response to Requests for Proposals (RFPs).
• Responding to Expressions of Interest (EOIs) or Requests for Qualifications (RFQs) and other proposal-related requests and ensuring that the response is compliant with RFP or EOI requirements.
• Leading the pursuit process from kick-off meetings through the production of client response templates, and editing, formatting, collating, proofreading, and delivering proposals.
• Understanding and communicating the proposal process and working collaboratively with proposal teams to build proposal plans and schedules.
• Facilitating kickoff and follow-up meetings and ensuring completion of identified actions, as required.
• Updating our Airtable and Deltek opportunities databases in real time.
• Reviewing solicitation documents and building proposal outlines based on Sequoia's proposal template and applying the requirements of RFP documents.
• Leveraging Deltek Vantagepoint and Artificial Intelligence tools to increase efficiency and reduce labor redundancy and workload while ensuring documents are high quality and on brand.
• Coordinating with the Pursuit Team and managing the ownership of information essential for proposals, forms, and questionnaires.
• Send out proposal-related reminders (as assigned during kickoff meetings).
• Updating MS Word, MS PowerPoint and InDesign documents, proposals, statement of qualifications, capability statements, etc.
• Managing resume updates, proposal content, document control, and file management.
• Assisting with data capture in appropriate systems including researching, updating, and compiling corporate information such as project profiles, resumes, and other standard materials for proposals and improvements for the database.
• Creating and maintaining organization of Sequoia photo and graphic assets.
• Creating proposal templates for various markets/services submissions.
• Preparing charts/graphics and gathering key information such as resumes, images, project profiles and questionnaires for proposals.
• Creating client-specific capability statements.
• Conduct proposal close-out by saving new changes to comprehensive and boiler plate versions of qualifications, updating final proposal details in Airtable, performing clean-up of proposal files.
• Maintaining content management system and boilerplate materials including cataloguing, updating, and retrieval.
• Identifying and editing existing materials and/or writing copy to effectively communicate Sequoia's services, capabilities, win themes, and understanding of our clients' mission and project objectives.
• Coordinating and managing the production and delivery via PDF format, including use of electronic tender sites.
• Supporting Client Development needs.
• Contributing, participating in and providing support for continuous process improvement.
• RFP Project search – Daily review of lead emails:
• Review all incoming bids and discern relevance to Sequoia's services, if any.
• Summarize important information from RFPs and Construction projects using summary template, to assist the management team in making Go/No Go decisions.
• Enter and Track Opportunities information in Airtable, keep data updated throughout the proposal process; focus on high quality data entry.
• Set up Proposal #s and Proposal Folder when Go decision is made, notify staff.
• Prepare subconsultant qualifications:
• Analyze RFPs and RFIs and outline qualifications document to provide the requested information services
• Prepare high quality and relevant resumes for proposals
• Project Description drafting and coordination
• Performing other pursuit related tasks as needed.

We're Excited About You Because You…

Have these Minimum Qualifications and Knowledge:

• Bachelor's Degree (Marketing, English, Business Administration or Engineering related etc.)
• Proficiency with MS Office applications and Adobe Creative Suite (InDesign, Photoshop).
• Experience working in Deltek and Airtable preferred.
• A minimum of 5 years of experience coordinating, scheduling, editing, and producing proposals, statement of qualifications, reports, pre-qualifications, or presentations. At least 2 years supporting an environmental or AEC firm. At least 2 years working in a proposal coordinator role.
• Excellent English verbal and written communication skills.
• Experience leveraging Artificial Intelligence tools such as ChatGPT and Responsive RFPIO a plus.
• Excellent organizational skills and time management in a fast-paced environment.
• Excellent attention to detail and accuracy of work is essential.
• Ability to work under multiple tight deadlines and respond to last minute requests and compressed production schedules.
• Ability to take initiative and exercise commitment and dedication while working independently or with a team. Ability to show initiative and examples of creativity.
• Ability to work under pressure and under own initiative.
• Clear and thorough communication style.
• Night shift work consistent with pacific time required.

Why You'll Love Working At Sequoia Ecological Consulting, Inc:

We provide a collaborative, employee-forward working environment. Do you enjoy creating, building and maintaining long-term relationships in your work and find satisfaction in making a lasting impact in protecting our biodiversity, while also protecting your community? Sequoia is looking for a self-motivated individual who is eager to steer the direction of their career in a company that promotes and supports professional development. We don't hire candidates to suit the job, we find the work that fulfills our employees and helps them meet their professional goals.

Our Commitment to Equality, Diversity, Inclusion & Belonging:

At Sequoia, we create a "safe space" culture focused on fostering employee well-being, job satisfaction, and productivity. We are committed to a more inclusive and diverse workforce, where each employee can reach their full potential without the burden of discrimination or harassment. We strive to maintain a strong culture built upon our shared core values of Respect, Excellence, Passion, Integrity, and Teamwork.

Sequoia is an equal opportunity employer. We understand that diversity, including human diversity, is the key to the success of all healthy ecosystems. We are a forest of remarkable individuals, standing tall as our authentic selves and as one. At Sequoia, we grow together to form a stable community that is diverse in character and content.

We are an at-will employer, which means that either the company or the employee may terminate the employment relationship at any time, for any reason, with or without notice.