Proposal Coordinator

Proposal Coordinator

Department: Administration

Employment Type: Full Time

Location: Cincinnati, OH

Reporting To: Erica Jones

Description

Sound like your next move?

You're a creative, detail-driven professional who enjoys transforming technical information into compelling stories that win work. You thrive in a collaborative environment, love juggling multiple priorities, and take pride in delivering polished, high-quality proposals that make a lasting impression. As HEAPY's Proposal Coordinator, you'll partner with technical experts and our marketing team to create client-focused proposals, qualifications packages, and marketing materials that showcase the innovation, expertise, and purpose behind our work. If you're looking for a role where your writing, organization, and strategic thinking directly contribute to the growth of a 100% colleague-owned firm, we'd love to meet you.

What You'll Do

• Lead and coordinate proposal and qualification submittals from kickoff through delivery.
• Partner with technical teams to develop compelling, client-focused content.
• Ensure every deliverable reflects HEAPY's brand, quality standards, and commitment to exceptional client service.
• Help strengthen our proposal library, marketing resources, and pursuit processes through continuous improvement.

The Proposal Coordinator is responsible for the development, coordination, and delivery of compelling, client focused proposals, qualifications packages, and marketing materials that support HEAPY’s business development efforts. This role involves applying established proposal best practices, brand standards, and strategic messaging to create high-quality submittals that reflect HEAPY’s values and expertise. The Proposal Coordinator may lead or support pursuit efforts, collaborate closely with technical and marketing teams, and contribute to the continuous improvement of content, tools, and processes to drive successful outcomes and strengthen HEAPY’s market presence.

QUALIFICATIONS

• 2-year degree in Marketing, Communications, English, Journalism, Business, or a related field; or an equivalent combination of education, experience, and/or 4-year degree in a related discipline. 2- 4 years of relevant experience in proposal coordination, marketing, or administrative roles within the AEC (Architecture, Engineering, and Construction) industry preferred.
• Develops and delivers compelling, compliant, and brand-aligned proposals and marketing materials by coordinating internal resources, managing timelines, and contributing to pursue strategy and messaging.
• Fosters strong collaboration across technical and marketing teams to ensure timely, high-quality submissions that reflect HEAPY’s values, strengths, and client-focused solutions.
• Maintains and enhances content libraries, tools, and processes to improve efficiency, accuracy, and consistency across all proposal and marketing deliverables.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Adobe Creative Cloud (InDesign strongly preferred)
• Familiarity with CRM systems and collaborative platforms such as Deltek Vantagepoint, Smartsheet, or SharePoint is a plus.
• Strong writing, proofreading, formatting, and editing skills with a keen eye for detail and consistency.
• Demonstrated ability to manage deadlines, coordinate inputs from multiple stakeholders, and support the development of polished, persuasive proposals and marketing materials.

Key Responsibilities

• Coordinates and produces proposals, qualifications packages, presentations, and other marketing collateral that align with HEAPY’s brand, client needs, and business development goals.
• Collaborates with technical teams, marketing, and business development to gather, edit, and synthesize content for compelling pursuit responses.
• Applies established standards, templates, and branding to ensure consistency and quality across deliverables.
• Maintains and updates resume, project, and boilerplate databases to ensure accurate, relevant, and up to date content for reuse.
• Participates in project planning, including proposal kickoffs, schedules, and internal deadlines; tracks inputs and follows up to keep progress on target.
• Provides writing, proofreading, formatting, and layout support to enhance the readability, clarity, and visual impact of final materials.
• Supports client-facing deliverables and presentations to help position HEAPY’s value and capabilities.
• Engages in continuous improvement by evaluating and enhancing proposal tools, content, and processes.
• Participates in professional development and internal knowledge sharing; seeks feedback and applies lessons learned.
• Supports HEAPY’s Vision, Mission, and Colleague First culture by contributing to a collaborative, service minded team environment.
• Additional responsibilities as requested/needed.

Physical Demands & Work Environment

• Ability to remain sedentary at a workstation for extended periods while operating a keyboard and using a computer screen.
• Ability to operate a mouse, stylus, or similar tool to make precise edits to digital documents and visual layouts.
• Ability to view and distinguish details on a computer screen, including variations in color, contrast, and brightness for design and formatting purposes.
• Ability to communicate in person, electronically, and via phone with other individuals. Possession of reliable transportation to and from project sites.
• Ability to work in all elements of indoor and outdoor environments, which include the heat, cold, rain, snow, wind, etc.
• Ability to navigate different environments, which may include ascending/descending stairs or walking moderate distances during facility or site visits.
• Capable of working in physical positions that may include maneuvering oneself into different positions traditionally achieved by kneeling, sitting, standing, squatting, bending over, etc.
• Ability to lift, move, transport, or position items weighing up to 25 lbs. (e.g., marketing materials, displays, or printed proposals).
• Ability to apply established protocols and practices in a timely manner and follow safety guidelines for both the company and clients
• Ability to gather, organize, and evaluate information related to marketing efforts (Such as client pursuits or proposal documentation)

NOTE This job description is not designed to state or imply that the listed responsibilities are the only duties to be performed by the colleague in this position. Duties, responsibilities, and activities may change or be assigned by a person authorized to assign such duties at any time with or without notice. All responsibilities and requirements listed are considered essential and are subject to possible modification to reasonably accommodate qualified individuals who may request such modification due to disabilities. This document does not create an employee contract, implied or otherwise, other than an “at will” relationship.

EQUAL OPPORTUNITY EMPLOYER HEAPY is proud to have an engaged and inclusive culture. One that promotes and ensures equal employment opportunities in all employment decisions without regard to sex, race, color, religion, national origin, age, marital status, political affiliation, sexual orientation, gender identity, genetic information, disability, military status, veteran status, and any other protected characteristic as outlined by federal, state and/or local laws.

HEAPY Benefits

• Built for People, Not Just Projects – a collaborative, colleague-first culture where you can do your best work
• Thrive with HEAPY Benefits – premium medical, dental & vision coverage designed with you in mind
• Invest in Your Future – 401(k) with competitive contributions to help you plan ahead
• Be Rewarded for Your Impact – 10–15% annual bonus potential tied to company performance and your contributions
• Own Your Time – open PTO and paid sick time that gives you the flexibility to recharge when you need it
• Wellness Week – we hit pause the final week of the year so you can rest, reset, and reflect
• Feel Your Best – annual wellness benefit bonus focused on your overall well-being
• Grow with Purpose – annual professional development stipend to support your career goals