Business Development & Marketing Coordinator

Weston & Sampson Engineers Inc • Suffern, NY

2d • $38 - $41 • Onsite

About The Position

Weston & Sampson is seeking a Business Development & Marketing Coordinator to support their Aquatics Practice in their Suffern office. This role involves working closely with practice leaders, project managers, technical staff, and corporate marketing to coordinate proposals, track opportunities, maintain marketing materials, and support client development activities. The ideal candidate is an organized, proactive professional capable of managing multiple priorities, ensuring follow-through on action items, and advancing business development efforts.

Requirements

• Associate’s or bachelor’s degree in marketing, business, communications, administration, or a related field.
• 3 to 7 years of experience in marketing coordination, proposal coordination, business development support, or administrative operations.
• Strong written and verbal communication skills with close attention to grammar, formatting, and document quality.
• Excellent organizational and time-management skills, with the ability to manage multiple concurrent deadlines and changing priorities.
• Proficiency with Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
• Ability to work independently, take initiative, set priorities, and follow assignments through to completion.
• Ability to collaborate effectively with practice leaders, project managers, technical staff, and corporate support teams.

Nice To Haves

• Previous administrative support experience preferred.
• Experience in the architecture, engineering, and construction industry is preferred.
• Experience supporting proposal development, procurement processes, or contract administration is preferred.
• Familiarity with CRM platforms and business development tracking systems is preferred.
• Experience with Adobe InDesign, Canva, or similar marketing software is a plus.
• Experience coordinating conferences, presentations, award submissions, or industry events is a plus.

Responsibilities

• Maintain and update the Aquatics Practice opportunity pipeline, target-client lists, and business development tracking tools.
• Track upcoming projects, capital programs, procurement opportunities, funding initiatives, proposal deadlines, awards, and win/loss information.
• Research prospective clients, projects, and market opportunities and prepare concise background information for pursuit planning.
• Coordinate pursuit review meetings, agendas, notes, and follow-up actions.
• Prepare direct-source letter proposals, supplemental service proposals, fee letters, qualifications packages, and related correspondence.
• Coordinate scope, schedule, fee, project experience, resumes, references, and other information provided by technical staff.
• Format, proofread, assemble, and finalize proposal documents while maintaining internal schedules and submission requirements.
• Support contract preparation, execution, and organization of proposal and contract files.
• Maintain project sheets, resumes, qualifications packages, standard templates, project databases, and other marketing collateral.
• Assist with website content, social media updates, newsletters, case studies, project success stories, and client communications.
• Coordinate conference abstracts, award submissions, industry events, project photography, graphics, and presentation materials.
• Maintain CRM records, client contacts, and records of business development activities and follow-up commitments.
• Schedule client meetings and business development activities and prepare briefing materials for client visits, interviews, presentations, and public meetings.
• Support budget tracking for conferences, memberships, and marketing activities.
• Assist practice leadership with special projects and strategic initiatives.

Benefits

• Meaningful work: Contribute to projects that protect and enhance the natural and built environments
• Ownership mindset: As an employee-owner, your work directly contributes to our shared success
• Growth opportunities: Build your career through mentorship, diverse projects, and clear advancement pathways
• Flexible workplace: Work in a way that supports your life and not the other way around
• Strong culture: Join a team that values collaboration, inclusion, and recognition

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree