Client Proposals Coordinator

Client Proposals Coordinator

FBT Gibbons LLP is a national law firm focused on serving companies operating and investing in the middle market. With nearly 1,500 employees across 26 offices, we support clients ranging from large multinationals to mid-sized businesses and growth-oriented startups across the United States. Our teams collaborate across departments and geographies to deliver excellent service to our clients, colleagues, and the communities we serve.

At FBT Gibbons, diversity enriches our vibrant culture and empowers our teams to achieve more together. We welcome talented professionals who bring valuable skills, a collaborative mindset, and a shared commitment to helping our firm and clients thrive. Here, you'll make meaningful contributions, collaborate with exceptional colleagues, and build a career that grows with your skills and ambitions.

We are currently seeking a Client Proposals Coordinator to support the preparation, coordination and submission of high-quality proposals, pitches, and responses to requests for proposals (RFPs). This role plays a critical part in presenting the firm's capabilities, experience, and value proposition to prospective and existing clients in a clear, compelling, and client focused manner.

The ideal candidate is service focused, eager to learn, and comfortable supporting proposal preparation through research, content coordination, and careful attention to detail while working effectively in a deadline driven environment.

This position can be based in Charleston, WV; Cincinnati, OH; Columbus, OH; Houston, TX; Louisville, KY; or Pittsburgh, PA.

Key Responsibilities:

• Coordinate and support responses to RFPs, RFIs, and other client proposals, including compliance with client instructions, deadlines, and format requirements.
• Draft, edit, and organize proposal content, including firm overviews, practice descriptions, attorney biographies, experience highlights, and tailored responses.
• Collaborate with Business Development and Marketing leadership to tailor messaging based on client industry, legal needs, and strategic priorities.
• Coordinate proposal timelines, task assignments, and internal reviews to ensure on time, high-quality submissions.
• Maintain and update proposal content libraries, including experience descriptions, representative matters, attorney credentials, and practice summaries.
• Ensure proposal materials are accurate, current, and consistent with firm branding, tone, and style guidelines.
• Proofread proposals for clarity, grammar, formatting, and consistency.
• Track proposal activity, outcomes, and metrics for reporting purposes.
• Contribute to the development and refinement of proposal processes, templates, and best practices.
• Assist with other Business Development and Marketing initiatives as needed, including pitch presentations and client-ready materials.
• Assist with tracking and maintaining representative matters, deal highlights, and litigation experience for use in proposals, pitches, and marketing materials.
• Coordinate the collection, organization, and updating of experience data from attorneys and practice groups to ensure accuracy and consistency across firm submissions and databases.
• Support the preparation and submission of materials for legal directories and rankings, including drafting matter descriptions, coordinating attorney input, and managing deadlines.
• Maintain historical records of directory submissions and outcomes and help identify opportunities to leverage rankings and recognitions in proposals and client facing materials.

Job Requirements:

• Bachelor's degree or equivalent combination of education and experience.
• Minimum of 1 year of related work experience, professional services experience preferred.
• Prior experience using client relationship management or content database systems, such as InterAction or Foundation, preferred.
• Proficiency in Microsoft Teams, Outlook, Excel, PowerPoint and Word.
• Highly organized and detail-oriented, with the ability to manage and prioritize multiple tasks and projects simultaneously in a deadline-driven environment.
• Proven ability to assist multiple individuals of various levels with diverse needs and challenges simultaneously.
• Independent self-starter capable of managing and prioritizing multiple projects and priorities.
• High degree of professionalism when interacting with internal and external clients.
• Strong written and verbal communication, presentation, editing, and proofreading skills required.
• Ability to think critically, demonstrating intellectual curiosity and solution-orientation.
• Ability to work well individually, as well as collaborate effectively in a team environment.
• Ability to multitask effectively while effectively maintaining attention to detail and meeting tight deadlines.
• Adaptable to change, able to adjust to shifting priorities.

FBT Gibbons is fully committed to equality of opportunity in all aspects of employment. It is the policy of FBT Gibbons to provide equal employment opportunity to all employees and applicants without regard to race, color, religion, national or ethnic origin, military status, veteran status, age, gender, gender identity or expression, sexual orientation, genetic information, physical or mental disability or any other protected status.

FBT Gibbons offers a competitive salary and a comprehensive benefits package, including health care coverage (medical, dental, and vision), life insurance, short- and long-term disability, paid parental leave, employee wellbeing and EAP programs, paid time off, and a 401(k) retirement plan with employer matching and profit-sharing. Benefit offerings and eligibility vary by location and are subject to applicable plan terms and legal requirements.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

Applicants must be authorized to work in the United States without current or future employer sponsorship. FBT Gibbons does not provide visa sponsorship for this position.