Proposal Coordinator

Proposal Coordinator

Reports To: Marketing and Administration Director

FLSA Status: Salary Full-Time

Position Summary: The Proposal Coordinator is responsible for proposal development, ensuring accuracy and integrity of all proposal documentation, coordinating the internal proposal process and reviewing all proposal inputs/directing production of the final proposal. The Proposal Coordinator shall work closely with the proposal team to ensure that all internal and external requirements are met from receipt of inquiry through contract award. This position is responsible for the overall adherence to the Company's proposal process.

Essential Duties and Responsibilities:

• Prepares and submits documentation to set-up internal proposals ensuring final materials meet KYA's brand standards and creative direction.
• Identifies key problem areas during the proposal development and reviews problems and recommended solutions with relevant stakeholders.
• Coordinate with the proposal team for final review and sign-off to elevate the quality, clarity and visual execution of proposal submissions.
• Assist with the management of proposal timelines and deliverables from RFP receipt through final submission to ensure on-time, compliant responses.
• Write and edit compelling project narratives, team bios and resumes that align with KYA's brand voice and public-sector positioning.
• Collaborate with Architects, Project Executives and internal teams to gather technical information and translate it into clear, persuasive proposal content.
• Maintain and expand a library of branded proposal assets including project sheets, resumes and boilerplate materials.
• Conduct thorough quality control reviews to ensure accuracy, consistency and professionalism across all materials before submission.
• Support KYA's pursuit strategy by contributing to high-quality statements of qualifications and proposal responses that improve shortlist and win rates.
• Record and maintain project and personnel information in internal systems to preserve institutional knowledge and streamline future pursuits.
• Contribute to broader marketing initiatives during proposal downtime, including events, trade shows, campaigns and marketing collateral development.

Qualifications:

• 3–5 years of experience creative writing, editing and producing proposals in a professional services setting, ideally within the AEC industry
• Strong proficiency in Adobe Creative Suite, especially InDesign and Monday.com
• Comfortable using HubSpot, Google Workspace, including Google Slides and Google Meet
• Experience navigating and gathering and organizing content from internal systems
• Must be authorized to work in the U.S. without the need for visa sponsorship

Education/Experience: Bachelor's degree in Marketing, Communications, English or a related field

Language Ability: Ability to comprehend technical instruction and understand Public Relations and Marketing concepts and practices. Ability to write reports, process spreadsheets and business correspondence. Well-developed written and verbal communication, interpersonal, influencing and presentation skills with ability to effectively present information and respond to questions from groups of managers, clients and the public.

Math Ability: Ability to apply basic mathematical concepts and excel formulas.

Reasoning Ability: Ability to define problems, collect data, establish facts, and draw valid conclusions. Capable of interpreting and understanding industry trends and current company methods. Must possess an analytical mind with attention to detail and demonstrated problem solving experience with the ability to multi-task and apply a structured approach to complex situations.

Computer Skills: To perform this job successfully, an individual should have intermediate knowledge of G-Suite, Excel, Word, PowerPoint and Outlook. Must also be proficient in and possess a working knowledge of databases and design software (e.g. Adobe Suite, Photoshop, InDesign, Illustrator, Canva). Familiar with Twitter, LinkedIn, Google and other social media platforms. Knowledge of video production and editing

Certificates and Licenses: California Driver's License required

Supervisory Responsibilities: No direct reports – however, must have excellent work habits, be well organized and results driven. Ability to work in a self-directed, organized manner

Work Environment: The department works at a desk and requires some travel. The noise level in the work environment is usually moderate. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Must be capable of working effectively independently or in a team environment to meet demanding deadlines. Demonstrate ability to show flexibility in response to change

Confidentiality Requirement: Maintaining confidentiality is a fundamental responsibility of this position. The individual in this role is expected to handle sensitive information with discretion and uphold the highest standards of privacy and confidentiality at all times. This includes, but is not limited to, internal processes, client information, proprietary data and any non-public company-related materials. Breach of this responsibility may result in disciplinary action, up to and including termination.

Physical Demands: While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle or feel. The employee is frequently required to talk or hear. The employee is occasionally required to stand, walk, reach with hands and arms and stoop, kneel, crouch or crawl for up to 12 hours per day. The employee must occasionally lift and/or move up to 40 pounds. Specific vision abilities required by this job include close vision. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The above job description is not intended to be all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.